Centre Officials User Guide

Transcription

1 Centre Officials User Guide Release Version September 2007

2 This Guide is intended to be read by users to acquaint them with the administrative processes and functionality provided by the AIMS System. The system functions and user interface are being continuously improved. Feedback on suggested improvements to the AIMS system would be appreciated, and may be made to the developer by ing DISCLAIMER Wellington Little Athletics Centre The material in this guide has been prepared for users of the AIMS system. The centre name, athlete names, athlete addresses, athlete contact details and results have been generated for demonstration purposes only. It follows that this material should not be relied upon. Furthermore, to the extent that this material is relied upon, the developer gives no warranty as to the accuracy or correctness of the material or for any advice given or for omissions from the material.

3 TABLE OF CONTENTS 1. GENERAL INFMATION System Overview Key Benefits Authorised Use Points of Contact Demonstration Current Version Regulatory compliance Language Product support Acronyms and Abbreviations SYSTEM SUMMARY System Hardware Configuration System Software Requirements File Structure System Installation Data Flows System Navigation Security Database Design Overview Application Design AIMS Login Menu Structure Sub Menus Data Entry Forms Data Access Archiving Record Key Generation Query Capabilities User ID and Password Exit System Season Setup System Backup and Pre Season Checks Event Sheets Selection and Printing of Event Sheets Entry of Results Data Add New Results Add Athlete Amending Athlete Results Amending Event Results Page User Guide Page iii

4 8. Maintenance of Athlete Details Add Athlete Edit Athlete Delete Athlete Event Rankings Athlete Results by Date End of Day Processing Validation of Results Data Publication of Results data Athlete Awards Internet Award Summary Update Centre Records / Qualifying Standards Update Triple Jump Mat Distance Athlete Administration Periodic Maintenance End of Year Process Special Events State Individual Championship Menu Handicap Event Multi Event Relay Event Reports Track Timing Chief Timekeeper Timekeeper Timekeepers Record Performances Multi / Single Time Keeper Options Split Time Keeper Option Bar Code Scanning Result Slips Recording Results Media Results Check Lists Weekly Tasks Last Meet of the Month Monthly Committee Meeting End of Year (Before Centre AGM) System Rollover (Systems Administrator) Appendix A Reports User Guide Page iv

5 1.0 General Information 1. GENERAL INFMATION This document provides the information necessary for the user to effectively use the Athletics Information Management System, hereinafter referred to as AIMS. 1.1 System Overview AIMS was initially developed in 2002 and implemented at the commencement of the season. AIMS was developed to improve the quality and timeliness of information available to Centre Officials, Age Group Managers and athletes and to improve external reporting and decision-making. In each year since its implementation, AIMS has been enhanced, providing significant improvements to various administrative processes by automating tasks previously undertaken by a number of Centre Officials and volunteers. AIMS consists of four modules or sub-systems, these being: Track & Field Data Entry; Track Timing; Merit Awards; Special Events; The Track & Field Data Entry module allows athlete results to be entered via specifically designed forms that provide controls and validation processes that keep the number of keystrokes and error rate to a minimum. The Track Timing module replaces the previous disparate systems for measuring and recording track results with a keyboard interface incorporating timekeeper buttons and barcode scanning system for identification of athletes. The Track Timing module will be piloted in the season. The Merit Awards module automates the claims process for athletes awards using results entered each week. The Merit Awards module replaces the paper based recording and checking processes that are both time consuming and subject to error. The Merit Awards module was implemented in the season. The Special Events Module has two Sub Modules. The Multi Event Module which is a prototype and the Handicap Sub Module. The Handicap Sub Module was developed in and has been used for two meets at the end of and This module is subject to redevelopment to increase the level of flexibility with regard to athlete participation. AIMS can be set up on a single personal computer or can be set up as a client-server system that can be run over a Local Area Network (LAN). Users connect directly to a Microsoft Access database server that is used for data collection of track and field data for analysis and reporting. User Guide Page 1

6 1.0 General Information 1.2 Key Benefits The benefits derived from the use of the AIMS, grouped by the tasks undertaken by various centre officials, are: Age Group Managers and Assistants Printing of tickets of performance (both Single and Multi Performance) Parents and children no longer need to be educated in the use and maintenance of the ticket book and entry of award details in the Information Manual. Claims for Merit Awards (Participation, Personal Improvement, Gold Star) no longer need to be validated Records of attendance are automatically recorded (ie. participation and personal best awards) Ranking of athletes for specific events is current and available anytime Results generated for internal reports, print media, TLAA and Web site Under 13/15 Age Group Managers Weekly returns to TLAA (Under 13 and Under15 results) are automatically generated Merit Awards Officers Entries in the Information Manual no longer need to be verified Paper based records (ie Award claimed and date for issue of badge) can be replaced by computer generated reports Automatic generation of monthly / annual award badge usage returns to TLAA Automatic generation of Personal Best day award claim form Automatic generation of Welcome Back Day award claim form Championships Coordinator and Parents Production of State Individual Championship entry forms eliminating the need to validate qualifying performances Publicity Officer Compilation of weekly results for publishing in the Mercury (sent via ) Other Improvements in Administrative Processes Printing of Event Sheets that include Athlete names, personal best results (ordered), event specifications, athlete participation status, Current Record and Qualifying Standard and Triple Jump mat distances Generation of weekly results for publishing on the Web Generation of reports listing athlete achievement awards for publishing on the Web Generation of files containing year-to-date results for publishing on the Web Production of letters to Centres for visiting athletes listing performances Annual returns to TLAA - Registration Retention, Registration Details and Centre Records User Guide Page 2

7 1.3 Authorised Use 1.0 General Information Unauthorised copying of the AIMS software or accompanying materials even if modified, merged, or included with other software, or of the written materials, is expressly forbidden. The licensee may be held legally responsible for any infringement of intellectual property rights that is caused or encouraged by licensee s failure to abide by the terms of the Agreement. The licensee may make a reasonable number of archival copies of the software for backup and recovery purposes only. 1.4 Points of Contact For informational and troubleshooting of AIMS please contact Tony Wells on one of the following contacts: Address: julietony1@tastelfibre.com.au 1.5 Demonstration Available on request. 1.6 Current Version Version: 2007 Release Date: 1 September Regulatory compliance Tasmanian Little Athletics Association By-laws - describes rules covering Little Athletics in Tasmania International Association of Athletics Federations Rules - describes the International Athletics Rules Note: Every effort will be made to keep the latest version up to date with TLAA and IAAF requirements and other regulatory guidelines. 1.8 Language English 1.9 Product support Registered customers may seek support via , free of charge. If you discover any bugs or the like with the product, please report it immediately so that the product can be fixed as soon as possible and an upgrade can be provided to you, free of charge Acronyms and Abbreviations A list of the acronyms and abbreviations used in this document and the meaning of each is as follows: AIMS - Athletics Information Management System TLAA Tasmanian Little Athletics Association User Guide Page 3

8 2. SYSTEM SUMMARY 2.0 System Summary AIMS has been developed using Microsoft Access development environment. No other software is required to process or manipulate data within the system System Hardware Configuration AIMS is suitable for a multi user environment consisting of standard Pentium class personal computers (min 500Mhz processor), 10/100Mb network and laser printers. When using the Track Events module, a Bar Code Scanner capable of reading Code 39 Bar Code fonts is also required. Centre Web Site & 2.2 System Software Requirements Operating System and Application Software The minimum software requirement for operating AIMS is Microsoft Windows 98SE and Microsoft Access AIMS has been installed and tested on Microsoft Windows 2000 and Microsoft Windows XP and Microsoft Access When using later versions of Microsoft Access, the database must not be converted Other Software Requirements Additional software that the user may require is PDF995 (used to create PDF files for electronic transmission) and IdAutomation Code39 (used to print Code39 bar codes), both of which are free to down and use providing licensing conditions are satisfied. User Guide Page 4

9 2.0 System Summary 2.3 File Structure The AIMS database and all associated files must be located in the C:\Documents and Settings\All Users\Documents\Athletics Folder. This Folder is the source of all files required by the system. It is suggested that a Sub Folder C:\Documents and Settings\All Users\Documents\Athletics\Reports be created to store all output from the system. The following files are required to be located in C:\Documents and Settings\All Users\Documents\Athletics for the system to operate correctly: AIMS.mdb, AIMS Backup.mdb, AIMSLogo.jpg, AIMS.ico CentreLogo.jpg, TLAALogo.jpg, StateSponsor1.jpg, StateSponsor2.jpg, StateSponsor3.jpg NationalSponsor1.jpg, NationalSponsor2.jpg, NationalSponsor3.jpg CentreSponsor1.jpg, CentreSponsor2.jpg, CentreSponsor3.jpg 2.4 System Installation The user will require a licensed copy of Microsoft Access 2000 (or above) to be loaded on the PC. All AIMS files should be copied into the C:\Documents and Settings\All Users\Documents\Athletics folder. 2.5 Data Flows Results sheets are used to enter data into the system via the keyboard for all Track and Field events where the Track Events Module is not in use. Where the Track Events Module is being used, track times and athlete names will be collected electronically and passed into the system. Predefined reports and extracts only require the relevant date to be entered by the user at run time. Completed Result Sheets Track Events Module Results Verified Manual Data Entry of Results AIMS Results Processed AIMS Backup Misc Reports File Extracts Results TLAA Reports / Returns Internet / Event Tickets Merit Award Reports Next Meet Results Sheets Results Reports User Guide Page 5

10 2.6 System Navigation 2.0 System Summary The Switchboard has buttons to click on to open forms, reports or other switchboards that are linked to forms and reports. IDAutomation.com provides barcode fonts, components, label printing software, RFID products and hardware such as bar code scanners, all of which are designed to automate business processes of applications and development environments. 2.7 Security User-level security has been implemented to prevent users from inadvertently breaking an application by changing tables, queries, forms, reports, and macros on which the application depends. Permissions are granted to groups and users to regulate how they are allowed to work with each table, query, form, report, and macro in a database. Permissions for the Users group include Read Data and Update Data for tables and queries, and Open/Run for forms and reports. For example, members of the Users group are allowed to view, enter, or modify data in RESULTS table but not to change the design of that table. Users are identified as authorised individual users, and as members of specific groups, by their personal ID and password Accounts The workgroup information file contains the following predefined accounts. Account Function Admin Admins Users The Database Administrator user account. The Database Administrator's group account. This account is unique to each workgroup information file. By default, the Admin user is in the Admins group. This account contains only user accounts created by members of the Admins group of that workgroup. This account has full permissions on all newly-created objects. The only way to remove a user account from the Users group is for a member of the Admins group to delete that user. User Guide Page 6

11 3. DATABASE DESIGN 3.1 Overview 3.0 Database Design This section describes the relationships within groups of related tables within the AIMS database. Due to limitations on physical page sizes the entire entityrelationship diagram has not been included in this document.. User Guide Page 7

12 4. APPLICATION DESIGN 4.1 AIMS Login 4.0 Application Design User Group and Password When the AIMS is started the first thing the user sees is the dialogue box for User Group and Password. This allows the user to enter the User Group and associated password that grants read, update delete and change privileges Database Password Following entry of the User Group and Password, the user will be prompted for a database password. After entry of the database password the Switchboard (Main Menu) will be displayed. 4.2 Menu Structure The AIMS switchboard helps the user navigate around the database. The switchboard has buttons to click on to open forms and reports (or open other switchboards that contain additional forms and reports. The AIMS menu structure has been based on the logical steps / processes that the Records and Ranking Officer would follow in preparing for a meet, processing information of the meet and in extracting information at the conclusion of the meet. This menu structure can be easily altered to meet the specific operating requirements of the user. User Guide Page 8

13 4.3 Sub Menus 4.0 Application Design Under the Main Switchboard are a number of layered switchboards or sub menus. These sub menus have been built to assist the user manage the quality of data entered into AIMS and undertake regular processing and reporting activities. 4.4 Data Entry Forms AIMS data entry forms are unique in the way they intuitively support data entry of athletics results. Record selectors, navigation buttons, multicolumn combo boxes and list boxes, as well as a rich set of data-oriented controls, properties, and events, make it very fast and easy for users to accurately enter results data. AIMS include controls for selection of dates from a drop-down calendar. This field will default to today s date. If required type new date and press Enter Use drop down to select date Default result centre will appear. This field is used to identify the Centre / venue. Type G or B and press Enter Use drop down to select Boys or Girls Type the Age Group and press Enter Use drop down to select the Age Group Begin to type Event name. When it appears in full press Enter Use drop down to select Event name (Tip For fast data entry use the keyboard to make selections. In the above example the cursor would first appear on the Gender field. The user would press the following keys G <Enter> 11 <Enter> 2 <Enter>. On selection of the 200 Metres event the system opens up the appropriate form for the user to enter sprint results into the system.) 4.5 Data Access The majority of data access is done through data entry forms with embedded controls however, there are a number of instances where queries are used to present data and allow the user to override inbuilt controls. 4.6 Archiving Archiving of athlete details is only performed at the end of each season. Registered athletes are retained on the database until the Age of 16, at which time they will be purged. User Guide Page 9

14 4.0 Application Design Although archiving is only performed once each year, there are a number of controls that allow the user to remove and / or filter records maintained within the AIMS database. 4.7 Record Key Generation Unique numeric record keys are generated when new Athletes, Results and Event details are established on the AIMS database. 4.8 Query Capabilities There are several pre-programmed queries that should satisfy the majority of queries regarding athletes, results and control tables. These queries can be found under the relevant Menu. The user also has the ability to create additional pre-programmed queries and place these on menu screens or create temporary ad hoc queries. (Note: The Database Administrator should develop these queries.) 4.9 User ID and Password The user ID s and passwords will be provided with the documentation of the system. Loss of password or corruptions to the database will need to referred back to the AIMS System Developer Exit System To exit the system the user should close all open Queries, Reports, Forms and Sub Menus. The user should then close the Main Menu using the in top right corner and then close MS Access. User Guide Page 10

15 5. SEASON SETUP 5.1 System Backup and Pre Season Checks 5.0 Season Setup Prior to setting up AIMS for the coming season you may wish to undertake a full system backup. A full copy of AIMS database and the AIMS Backup database should be burnt to CD or DVD and labelled appropriately (eg. AIMS200607) Once a secured copy of AIMS has been archived from the system, the Records and Ranking official should undertake a number of preseason checks. These are: Check pre-printed stationery (ie. athlete ticket sheets that have been supplied by the TLAA). Minor changes to print settings may be required if the layout has changed or a different printer is used. Check reports and forms generated by AIMS. These forms need to comply with TLAA proformas (available for download from the TLAA Web site). Refer to Administrators User Guide for further instructions. User Guide Page 11

16 6. EVENT SHEETS 6.0 Event Sheets There will be a number of tasks the Records and Ranking official will need to complete prior to the meet each week. The first of these is the printing of Event Sheets. These reports will be generated each week with the latest information relating to athlete names, qualifying standard, Centre Record and statistics for each athlete including the number of times they have competed in this event and their personal best. 6.1 Selection and Printing of Event Sheets Due to the difference in the way athlete performances are recorded for certain events, there was a need to develop several different Event Sheet print styles. The Records and Ranking officer will be required to print reports for each of the styles listed to obtain a full set of Event Sheets for the meet. Simply select the Event Sheet style and enter the Program Number when the dialogue box requesting the Program Number appears. Normal weekly meets have events grouped into three basic Centre Programs (ie. 1, 2, or 3). Type the Program number for this week s meet and press Enter The Event Sheet report allows the user to preview the report on the screen before printing. At this point the user can choose to print any page or range of pages or print the entire report. Output can be directed to a Laser Printer or PDF file for printing at a later date / time. User Guide Page 12

17 6.0 Event Sheets Special Field Event Sheets styles have been created for the Under 13 athletes at the Centre Championships. These sheets have an additional three trials. Programs that have been set up in AIMS are: 1 = Program 1 2 = Program 2 Weekly Centre Meets 3 = Program 3 } 4 = Southern All State Meet 5 = Southern Regional 6 = Northern All State Meet 7 = Centre Championships Day 1 8 = Centre Championships Day 2 9 = Centre Championships Day 3 Refer to Appendix A for Samples of Event Sheets User Guide Page 13

18 7. ENTRY OF RESULTS DATA 7.0 Entry of Results Data The majority of work undertaken by centre officials each week when using AIMS is the entry of athlete results data. Given this is a labour intensive task, a number of input screens have been developed to minimise the keystrokes needed to accurately enter results into the system. The Results Menu should be used to call the appropriate input screen for the entry of new results or to amend results that have already been entered. 7.1 Add New Results The first input screen to be completed by the user, identifies all the static information that will be required when storing individual athlete results. When the user selects the event, the system will return the input screen that best suits the data entry requirements. This field will default to today s date. If required type new date and press Enter Use drop down to select date Default result centre will appear. This field is used to identify the Centre / venue. Type G or B and press Enter Use drop down to select Boys or Girls Type the Age Group and press Enter Use drop down to select the Age Group Begin to type Event name. When it appears in full press Enter Use drop down to select Event name User Guide Page 14

19 7.0 Entry of Results Data The second screen is used to record athlete performances for the event selected on the previous screen. Begin to type Athlete name. When it appears in full press Enter Use drop down to select Athlete name Enter athlete performance in required format. Enter athlete placing in this event and press Enter (C = Competed is the default for athletes lower than 8 th position.) Use drop down to select placing Enter the number of the heat and press Enter (F = Final if event is a final) Use drop down to select heat Enter the Media Result placing and press Enter (Only the first three places are published, four if there is a equal 3 rd ) Use drop down to select Media Result Athlete: This field has had a filter applied so that only athletes of the age and gender, as entered on the previous screen, can be selected. As you begin to type in the name of the athlete, the full name of any athlete matching the characters entered at that point will appear. When sufficient characters have been entered to identify a specific athlete, the user should press <Enter> Performance: The best performance for the athlete should be entered into this field in the correct format. The format for Performance is as follows: Measure Event (Rule) MM.MM Field events (distances shall be recorded to the nearest 0.01metres) Eg. 5 Metres 87.8 centemetres is entered as 5.87 Disqualification, three fouls or withdrawal from event is entered as 0.00 SS.S Sprint Events (<400M) ( times shall be read to the next longer 1/10th of a second) Eg Seconds is entered as 35.5, (1 Minute 10.5 Seconds is entered as 70.5) Disqualification or withdrawal from event is entered as MMSS.S Distance Events ( times shall be read to the next longer 1/10th of a second) Eg. 2 Minutes 44.6 Seconds is entered as Disqualification or withdrawal from event is entered as User Guide Page 15

20 7.0 Entry of Results Data Placing: Placing of athletes in both track and field events is required to be entered manually as this requires less data entry than that required if the system were to perform count-backs and record the decision of finish line judges. As such, the user is required to enter Event Placing (Heats or Final) as determined by the officials conducting the event and recorded on the Event Sheet. This system allows the placing of the first eight athletes in any event. Other athletes are placed as competed. The following values can be entered in the Placing Field: 1=First, E1=Equal First, 2=Second, E2=Equal Second, 3=Third, E3=Equal Third, 4=Fourth, E4=Equal Fourth, 5=Fifth, E5=Equal Fifth, 6=Sixth, E6=Equal Sixth, 7=Seventh, E7=Equal Seventh, 8=Eighth, C=all remaining athletes not placed. Notes on Equal Results Horizontal Jumps and Throws If there is a tie for a place on the best trial, the next best trial performance is used to determine the place. High Jump The number of trials to clear the last height determines the place. If this still results in a tie, the total number of foul jumps in the whole competition is used to determine the place. Track If two athletes have the same time, the decision of the finish line judge will determine the higher place Heat: This field will only appear on track event screens. The user will be required to enter the Heat number (ie. 1,2,3,4 ) or F for Final Media Result: Media Result is used for publishing results in the newspaper. Only the first three results are published, except where there has been an equal third placing when four athlete results will be published. The following values can be entered in the Media Result Field: 1=First, E1=Equal First, 2=Second, E2=Equal Second, 3=Third, E3=Equal Third If there are two or more heats, in determining the overall place for the media sheet, the fastest time over all heats will determine place. If more than one athlete has the same time, then the highest place over all heats shall be used to determine first place and so on. Equal Placing in Media Result If two athletes are awarded the same place, the second result entered must be entered as Equal (Place Number) eg if two athletes are awarded second in an event, the first is entered with Place = 2 and the second is entered as place=e2. User Guide Page 16

21 7.2 Add Athlete 7.0 Entry of Results Data When a new athlete or a visitor competes for the first time and has not been entered on the system, the user may add the athlete s name to the database simply by activating the Add Athlete command button (refer to Athlete Maintenance screen for details completing this form). On exiting the Add Athlete screen, the user will be returned to the Add Results screen to continue with data entry (this new athlete will now be available for selection). 7.3 Amending Athlete Results Following initial entry of results data for a particular athlete, it may be necessary to make corrections. This screen allows changes to all result fields (ie. AthleteID to Result Centre. This flag is automatically set when athlete results are entered through the Add Results entry screen. This flag is automatically set when athlete results are entered through the Add Results entry screen Athletes Placed in Incorrect Age Group It is possible, particularly in the first couple of weeks of competition, for new athletes to compete in the wrong age group. The correction of event results for athletes in the wrong age group can be undertaken in one of two ways. The two options are: Delete all results, change the athlete s age group and re-enter results (This is the safest method of making corrections to the database for this type of error). Change the athlete s Age Group, change the EventID for each event the athlete competed in whilst in the wrong age group. (This should only be attempted by the database administrator who is familiar with the table relationships) User Guide Page 17

22 7.4 Amending Event Results 7.0 Entry of Results Data Following initial entry of results data for a particular event, it may be necessary to make corrections. This screen allows the user to view all results data for a particular Event. This screen is often useful in changing results data when there is a flow-on effect (ie. disqualification of an athlete or incorrect placing of athletes). User Guide Page 18

23 8. MAINTENANCE OF ATHLETE DETAILS 8.0 Maintenance of Athlete Data The Registrar is to ensure that all athlete details are updated within one week of registration. The maintenance of athlete data is particularly important in recognising new performance records and risks for athletes who are not covered by TLAA insurance. 8.1 Add Athlete All mandatory data fields must be completed for new athletes or visitors to enable results to be entered. This screen is accessible through the Athlete Menu or Results Menu. The majority of athletes will be established on the database prior to registration, when the remaining personal information will be collected. Care should be taken to ensure the athlete name is spelled correctly to avoid duplication of athletes on the database. Fields with a Red boarder indicates the field is mandatory and must be completed to establish an athlete on the database Phone, Mobile, and School are optional fields. All other fields must be completed on athlete registration. User Guide Page 19

24 8.2 Edit Athlete 8.0 Maintenance of Athlete Data The Registrar will be required to use the Edit Athlete screen to update all relevant athlete information following registration. Given the database is the primary source for contact details, it is essential that this data be entered correctly. Details for athletes previously registered with the Centre will also need to be maintained, as these will be retained on the database until they are no longer eligible to compete. 8.3 Delete Athlete This is for deleting athletes who have competed but have not registered and obviously will not be coming back. If in doubt leave them in the system. 8.4 Event Rankings When this Command key is pressed a query will be run that lists the ranking of athletes in a particular Age Group and Event. 8.5 Athlete Results by Date When this Command key is pressed a query will be run that lists all results for an athlete in date order. User Guide Page 20

25 9. END OF DAY PROCESSING 9.0 End of Day Processing There are several steps in processing results at the end of the meet to satisfy reporting requirements, identifying athlete award entitlements and maintenance of database tables. 9.1 Validation of Results Data To maintain a high level of data integrity, a number of diagnostic checks have been developed for processing against the database each week. These diagnostic checks will identify anomalies between athlete results and control tables on the database. These anomalies may appear at the time of initial data entry or following an update to athlete details, athlete results, qualifying standards or Centre records Caveat on Validation Checks Failure to run these diagnostic checks and take corrective action may result in corrupt data residing on the database that may cause processes to fail and / or generate reports with misleading information. User Guide Page 21

26 9.0 End of Day Processing General Validation Checks Check for duplicated Athletes this query will identify athletes who have been entered onto the database with the same name. (Note: this query will not identify an athlete that has two entries if the spelling is different). Check Age Group for Athlete this query will identify athletes who are competing in an Age Group that is different to a calculated Age Group that uses the Date of Birth field. Check Athletes Age against Event this query will identify any anomalies between the Age Group of the athlete and the results that have entered into the database. Check Athletes Without Matching Results this query identifies any athlete who has no results Check for duplicated Results this query identifies any athlete who has more that one result for a specific event on a specific day. Check for duplicated Placing this query identifies any two results that have the same Place Number. (Note: If two athletes have "2" as placing, leave one record as "2" and change the other to "E2") Validate Records / Qualifying Performances (Refer below) Check Result Placing this query allows the user to do a visual check of the results and identify any anomaly not specifically identified in the checks above. (Note: this query is sorted by performance that will show errors in the data entry for Placing.) All of the above queries allow the Records and Ranking official to select and update or delete entries in the database. User Guide Page 22

27 9.0 End of Day Processing Validating Records and Qualifying Flags It is necessary to run these diagnostic checks across the database each week to identify anomalies that are the result of changes to athlete results (following initial entry), or updates to qualifying standards or centre records. Check Qualifying Field No Flag - If the result is a qualifying standard, amend the word "No" to "Yes" in the Qualify Field Check Qualifying Field Yes Flag - If the result is not of qualifying standard, amend the word "Yes" to "No" in the Qualify Field Check Qualifying Track No Flag - If the result is a qualifying standard, amend the word "No" to "Yes" in the Qualify Field Check Qualifying Track Yes Flag Flag - If the result is not of qualifying standard, amend the word "Yes" to "No" in the Qualify Field Check Records Field No Flag - If the result is a record, amend the word "No" to "Yes" in the Centre Record Field. Check Records Field Yes Flag - If the result is not a record, amend the word "Yes" to "No" in the Centre Record Field. (Note: This query may identify athlete performances that have set a new record within the current season. The flag should not be changed from Yes under this scenario. Check Records Track No Flag - If the result is a record, amend the word "No" to "Yes" in the Centre Record Field. Check Records Track Yes Flag - If the result is not a record, amend the word "Yes" to "No" in the Centre Record Field. (Note: This query may identify athlete performances that have set a new record within the current season. The flag should not be changed from Yes under this scenario. User Guide Page 23

28 9.2 Publication of Results data 9.0 End of Day Processing The Records and Ranking official should select each command button in order displayed in the menu and review each report prior to printing. This field will default to today s date. If required type new date and press Enter Use drop down to select date Press this button to format all results data in an appropriate form for publication Pressing any of these buttons will produce a report (using the Report Date) and display it on screen. The user will need to select print from the file menu on the application window to send the report to This report must be run at the end of the Personal Best Day Meet. This report uses the Report Date and will request the user to enter, Given Name and Surname of the athlete Report Date Ensure the date at the top of the form is the day of competition. All extracts and reports use this date Format Results This command button will activate a process that formats all results suitable for publication Print Weekly Results This command button will generate the Weekly Results report with each age group on separate page for Age Group Managers. The Records and Ranking official should review this report to identify obvious errors and omissions not already detected Print Media Sheet The report can be printed and faxed to the mercury or saved as a document in RTF file format with an appropriate name (eg. HDLACAthleticsResults10Feb2007.rtf for ing to the Mercury Newspaper. Reports must reach the Mercury by 6pm on Sunday night to make Tuesday s paper. Fax: mercury.sport@dblnewsltd.com.au Print Internet Results Generates a report which can be placed on a web site listing all results for the meet. User Guide Page 24

29 9.0 End of Day Processing Print Event Tickets This command button will generate the Athlete Ticket report that will be displayed on screen. The user will be required to use the File Menu in the Application Window to direct the printout to the laser printer or PDF file creator. The output should be saved in C:\athletics\reports folder with an appropriate name (eg. EventTickets10Feb2007.pdf CSV Extract U13/15 This process produces a CSV file of all results (including corrections from previous weeks) that is to be sent to the Web Administrator for uploading to the Web site. This process also produces a summary of the Under 13, Under 14 and Under15 results (TLAA Form 31) that should be saved in PDF file format with a logical file name (eg. U13-15Results10Feb2007.pdf). The report is to be sent to the TLAA so athlete performances can be evaluated for State Team Selection. to: TLAA@tassie.net.au Print Visiting Results This report provides a summary listing of visiting athletes and performance details from the meet and is addressed to the Records and Ranking official of the relevant Centre. (Note: This report has been designed to fit a standard window-faced envelope.) Print Visitor Tickets This report produces tickets for visiting athletes and should be sent with summary report to the Records and Ranking official of the relevant Centre Print Personal Best Day This report is to be run on Personal Best Day for the Centre Registrar to provide to the TLAA a list of all athletes and total number of athletes achieving PB's on that day Re-Print Athlete Ticket This command button will generate the Athlete Ticket report that will be displayed on screen. The user will be required set the correct date and enter the Surname and Given Name of the athlete. The user will be required to use the File Menu in the Application Window to direct the printout to the laser printer. (Note: If the reason for the reprint follows a correction of an athlete s performance, the Format Results process is required to be activated prior to reprinting of the tickets). User Guide Page 25

30 10. ATHLETE AWARDS 10.0 Athlete Awards The Athlete Awards module was implemented in the season to streamline the way in which athlete entitlements are identified, making the award process more efficient and much-less time-consuming. Athletes will no longer need to have their Ticket Books and Information Manual verified and signed by the Age Group Managers prior to forwarding them to the Awards Coordinators in order to claim merit awards. Instead a report is generated from AIMS each week that will be forwarded to the Awards Coordinators. The Awards Coordinators will prepare the badges ready for presentation by the Age Group Managers at the next meet. The report will also be forwarded to the Announcer who will broadcast the names of athletes who have received awards. Each week, Age Group Managers will hold a small presentation ceremony for award recipients at the beginning of each meet. Athletes will receive tickets for each performance and should be encouraged to complete their Ticket Books and record their performances in the tables provided in the Information Manual. This will enable the athlete to monitor their personal progress throughout the season and set personal goals. Athletes who compete at other Centres will need to have performances entered in AIMS. Normally tickets from other Centres will be forwarded to the Records and Ranking official however, if the athlete collects the ticket from other Centres he/she will need to bring their tickets to the next meet for entry into AIMS. Due to changes to the Awards process, it is extremely important that all results entered into AIMS are verified Processing of Award Claims The processing of award claims is very straight forward process that relies on athletes results entered into the database to determine award entitlements. It therefore goes without saying that it is important that performances entered are checked and verified prior to running these functions. All new entitlements will be tagged with the processing date entered by the user and updated in the athlete table. When processing weekly award claims the user is required to enter the date on which the award is presented to the athlete. This date will be used when the monthly Merit Awards report for the TLAA is produced. (Note. Details of athlete awards, including entitlement date, is shown on the relevant Merit Award report.) The weekly processing dates are then used by the system to produce weekly reports for the Award Co-ordinators and monthly returns to the TLAA. The Award Coordinators will hand the Age Group report and the relevant badges to the Age Group Manager at the beginning of the meet for presentation to athletes. Detailed reports are available under the Athlete Awards Update/Reports menu and many be used to print selected pages for address queries / issues that arise from time to time. This field will default to today s date. This date should be changed to the date of the next meet and press Enter User Guide Page 26 Use drop down to select date Pressing this button will process results

31 10.0 Athlete Awards 10.2 Internet Award Summary The Internet Award Summary is a report of athletes and badges that have been awarded in a user friendly format suitable for the web site Update Centre Records / Qualifying Standards This menu item allows updates to Centre Best Performance (Records) that have been broken in the most recent meet. Updating Centre Best Performance after each meet is essential as this value is used in data entry validation and will detect any future record. Qualifying Standards should also be updated following advise by the TLAA Update Triple Jump Mat Distance This data entry requirement simply maintains the mat distance that should be used for each athlete when they next compete in this event. The Event Site Recorder will make changes to the Event Sheet that will be used to update the database. The mat distance is also used to order the athletes printed on the field sheets and assist the Age Group Manager and parents conduct the event in the most efficient manner. User Guide Page 27

32 11. ATHLETE ADMINISTRATION 11.1 Periodic Maintenance Reinstate Retired Athletes Personal details (Run when required) 11.0 Athlete Administration This process will retrieve the personal details of athletes from the Athlete Archive table and update the current year Athlete table. Suppress Not Reg/Comp (>60 days) (Normally run in Mid December) This process will identify unregistered athletes who have not competed for the past sixty days and suppress their names from appearing on printed Event Sheets or in the drop down selection boxes used to enter athlete results. (Note: Athlete names and results are maintained on the system until the end of the year when they will be purged). To make the athlete reappear on the Event Sheets and drop down selection boxes, simply enter the Athlete Menu, Edit Athlete Details and set the Archive Flag to No. Delete Temp Under 6 Athletes - (Run after Event Sheets for first Meet have been printed) This process will purge dummy entries for Under 6 athletes that have been created by the season Rollover function. These entries have been made to ensure there is sufficient room on the Event Sheets in week one of competition End of Year Process Retire Reg Athletes (No results) - (Run after the Last Meet of the Year) The personal details of athletes (registered in the previous year) are archived if the athlete fails to register with the Centre in the current year. The Athlete Archive table will identify any period where an athlete is not registered with the Centre and can be interrogated to identify athletes that fail to qualify for the Continuous Participation Award. User Guide Page 28

33 12.0 Special Events 12. SPECIAL EVENTS Four Special Event items have been identified State Individual Championship Menu The processes developed will allow AIMS to produce the State Individual Championship Entry form (in the format required by the TLAA for all athletes that are eligible to compete. Athletes simply rule a line through any event that they do not wish to compete in. A Details Report is also produced as a reference for the Special Events coordinator. (Note: Dummy entries, necessary for the required printed layout, should be removed following the printing of entry forms) User Guide Page 29

34 12.0 Special Events 12.2 Handicap Event A handicap event is one where the Standard Performance is approximated and athletes are given varying handicaps based on their athletic abilities, to achieve the standard performance. Athletes are therefore handicapped mathematically on their performance, using their time over a set distance to determine the amount of distance required to run to achieve the standard performance. A good handicap race should have every athlete reaching the finishing line at the same time. The formula for calculating handicap-running distance is Distance Run X Standard Performance Time for distance = Handicap As athletes could run a 100m event in times between 14 and 25 seconds, consideration needs to be made to selecting a Standard Performance, which will provide both a matched competition and be within the limitations of the track. For a 100m Handicap for athletes, a Standard Performance of around 15 seconds is recommended both for ease of calculations and so the faster athletes are not running much more than 100m. Example: for an athlete running a 100m race in say seconds, the handicap running distance for a 15 second race would be: X 15 = 82.3 metres The Handicap Event The object is to give every athlete an equal opportunity to win. The winner will ultimately be the one who can best improve on their speed between the heat and the final. Handicap heats and finals will be a mixture of athletes from all age groups. Separate events will be held for boys and girls. (NB. Athletes must be TLAA registered) Heats and finals are determined as follows: All athletes who wish to enter the Handicap Event must register by 8:45am All athletes will compete in two Heats a Heat and Semi Final. HEATS Round 1 Heats will comprise all athletes registered for the Handicap Event First and second placed athletes in Round 1 Heats will progress to the Semi Final. Round 2 Heats are comprised of athletes who finished in 3 rd to 8 th position in Round 1 Heats. First and second placed athletes in Round 2 Heats will progress to the Semi Final. User Guide Page 30

35 12.0 Special Events SEMI FINALS The first placed athlete (of each Semi Final) will progress to the Final. FINAL Two Finals will be run. One for boys and one for girls. Example: If 80 boys and 80 girls register, there will be 10 heats for each in Round 1 and 8 heats in Round 2. There will be 5 heats in the semi finals and 2 finals for boys and girls. Round 1 Round 2 Semi Finals Final Girls 10 Heats of 8 1st & 2nd 8 Heats of 8 / 7 1st & 2nd 5 Heats of 8 1 st Boys 10 Heats of 8 1st & 2nd Total 160 competitors 8 Heats of 8 / 7 1st & 2nd 5 Heats of 8 1 st 1 Heat of 5 1 Heat of competitors 80 competitors 10 competitors Handicap Calculations for Round 1 &2 Heats The initial handicap calculation for Round 1 and Round 2 Heats is determined as follows: Only results of events held at John Turnbull Oval are to be included. Best and worst results for 100 metre and 70 metre events conducted at John Turnbull Oval are deleted prior to calculations to determine the average performance of athletes for these two events (this removes anomalies from calculation of handicap distance). Average times for both the 100 Metre and 70 Metre events are calculated to determine raw handicap distances for both 100 metres and 70 metres Marking out the Track (one day prior to handicap event) The eight 100 metre lanes and the finish line are marked out as normal. Start lines are marked at one-metre intervals from the lowest to the highest determined handicaps. (For the back markers it is only to extend the handicap across the first couple of lanes). A prominent mark is to be made at each 5-metre mark to assist in placement of athletes. Witches hats are to be placed on the edge of the track on the day to assist Starter Marshals. User Guide Page 31

36 12.0 Special Events Track Marking Running of Handicap Event Registrations Age Group Managers will be required to ensure Handicap tickets are fastened to the front of the athlete shirts and register athletes competing in the Handicap Event Running of Round 1 Heats Athletes should be first marshalled facing the track at around the 80-metre mark (Orange and White Flags) in order of their heat Duties of the Starter Marshals Four Starters Marshals are required to place athletes in their lanes at their handicap distance. The largest handicap (fastest) is to be placed in lane 1 through to the smallest handicap (slowest) in lane 8. Cones should be used to identify each athletes starting position. As soon as one race has commenced the marshals should commence to place athletes for the next heat in order to keep things moving. User Guide Page 32

37 12.0 Special Events Duties of the Chief Judge and Time Keepers Two judges and two timekeepers are required for Round 1 and Round 2 Heats. One judge and one timekeeper are required for Semi Final and Final Events. At the finish line the Chief judge and timekeepers will record the time of the 1 st and 2 nd placed athletes for all events in Round 1and Round 2. At the finish of each Round 2 Heat, Finish line judges shall request athletes that finish in 3 rd to 8 th position to place all Handicap Tickets in the box provided. The 1 st and 2 nd placed athletes of Round 1 and Round 2 heats are to proceed to the track recorders to have time recorded. Handicap Tickets for 1 st and 2 nd placed athletes are to be handed to track recorders. At the finish of each Semi Final Heat, Finish line judges shall request athletes that finish in 2 nd to 8 th position to place all Handicap Tickets in the box provided. The 1 st placed athlete of each Semi Final Heat is to proceed to the track recorders to have time recorded. Handicap Tickets for 1 st placed athletes are to be handed to track recorders Duties of the Handicapper The handicapper will prepare a listing of all heats in Round 1 at 9:00am. This listing identifies lane draw and handicap distance (based on average performances at John Turnbull Oval) for each athlete. On completion of Round 1 Heats the handicapper will prepare a listing for Round 2 Heats. This listing identifies lane draw and handicap distance (based on average performances at John Turnbull Oval) for each athlete. On completion of Round 2 Heats the handicapper will prepare a listing of semi finalists. This listing identifies lane draw and handicap distance (based on the performance in Round 1 or Round 2 Handicap Heats) for athletes finishing in 1 st and 2 nd place. New stickers will be applied to the Handicap Tickets and returned to track recorders for distribution to athletes competing in the Semi Finals. User Guide Page 33

38 12.0 Special Events On completion of Semi Final Heats the handicapper will prepare a listing of finalists. This listing identifies lane draw and handicap distance (based on the performance in the Semi Final Heats) for each athlete. New stickers will be applied to the Handicap Tickets and returned to track recorders for distribution to athletes competing in the Finals Programme for Presentation Day 8:45am Registrations for Handicap Event closes 9:00am Round 1 Heats for Handicap Event commences 10:10am Round 1 Heats completed 10:15am Round 2 Heats for Handicap Event commences 11:25am Round 2 Heats completed 11:30am Under 13 Athlete Awards presentation 11:40am Participation Awards 11:50am Semi Final Heats for Handicap Event commences 12:20pm Semi Final Heats completed 12:25pm Parent Relay Event 12:30pm Final for Handicap Events 12:35pm Finals Completed 12:40pm Presentation for Handicap winners. 12:45pm Thankyou, Reminders, etc User Guide Page 34

39 12.0 Special Events 12.3 Multi Event The Multi Event competition tests an athlete s all round skills, with points allocated on their level of performance in a set range of events. The competition provides for athletes in the same age group to compete in the same events and receive points for their performances. The number of events and the type of events varies depending on the age group. To maximise points, each athlete should compete in all events for their age group. The Multi-Event places a stronger emphasis on the participation of children in a wide range of events rather than the specialisation in one or two specific events. The point scoring system implemented in AIMS is based upon Performance Standards for age and gender as determined by the TLAA and published in the Information Manual each year and a number of static parameters that may be determined by the user at the time calculations are made. The development of the AIMS Multi-Event point scoring system was based on the following criteria: TLAA State Qualifying Standards and State Best Performances; a simple formula used to calculate each event s point score; all approved TLAA events be included (except ASAP); all age groups to be covered (except Tiny Tots); and similar measured performance in an event type is awarded similar points (regardless of age or gender). It is common for the Under 6 and Under 7 athletes to compete in four events whilst Under 8s to Under 15s compete in five events. The AIMS scoring system is designed to accommodate any number or combination of events the Centre may wish to run for a Multi-Event competition. User Guide Page 35

40 12.0 Special Events Multi-Event Parameters The Multi-Event formula used in AIMS allows the Database Administrator to alter a number of static parameters to normalise the point scoring system. These parameters are: State Qualifying Point Score (SQPS) the points awarded to a performance that equals the State Qualifying Standard in a specific event, age and gender. State Best Performance Point Score (SBPPS) the points awarded to a performance that equals the State Best Performance in a specific event, age and gender. Multiplier Factor (MF) the multiplier factor will determine the time or distance at which a performance will earn points in specific event, age and gender. The default values for these parameters are: Using these default values an athlete will be awarded the first 1000 points if he/she achieves a result equal to the State Qualifying Standard. The Athlete will then be awarded a further 500 points if he or she achieves a result equal to the State Best Performance. The maximum number of points awarded to an athlete for any single event is 1500 points (ie. SQPS + SBPPS). User Guide Page 36

41 12.0 Special Events 12.4 Relay Event AIMS produces statistics that can be used for team member selection and the sequence of runners in Relay events. The statistics generated are based on athlete performances for the current season in the 100 metre, 200 metre and 400 metre events. There are two sets of statistics that can be produced from the system. These have been developed for initial selection (centre competition) and the State Relay competition run by the TLAA Centre Competition No selection criteria or filtering of performances is undertaken when generating the raw statistics produced for centre competition TLAA State Relay Championships To qualify for selection for the State Relay Championships, athletes must meet the following criteria by the nomination closing date: registered with the TLAA; and eligible for the 25 event badge. In producing the statistics for this event some additional Centre conditions have been applied. These are: the athlete will have competed in at least five, 100 metre events within the season; and averages are calculated after removal of the athletes lowest and highest times. User Guide Page 37

42 13.0 Reports 13. REPTS AIMS has a comprehensive range of standard reports covering mandatory reporting requirements of the TLAA, athlete results and analytical and management reports for Centre officials (Refer to Appendix A). Many of the standard reports developed and packaged in AIMS can be selected from one of three sub menus set up under the main Reporting menu. (Note: Not all reports appear under these menus as many are located in processing menus such as the End of Day menu.) Users also have the ability to develop new / ad hoc reports and place these on the predefined sub menus or create new sub menus. The core tables in AIMS from which the majority of user reports can be written are Athletes, RecordsandEvents and Results. User Guide Page 38

43 13.0 Reports User Guide Page 39

44 14.0 Track Timing 14. TRACK TIMING The AIMS Track Timing Module provides an accurate, user friendly and efficient track timing and results recording system. The Module has two components that can be operated independently or fully integrated with the AIMS database. These are the Timing Function and the Bar Code Scanning Function. The Timing function has been developed to run on a Pentium standard computer using Microsoft Access A keyboard interface has also been developed, allowing multiple timekeeper control buttons to be connected to the computer. The Timing function uses an internal millisecond timer (ie. 1/1000 th of a second), for accuracy however the system will display the track times in 1/100 th of a second. These times will be rounded to 1/10 th second in accordance with Rule No C019 of TLAA By-Laws and IAAF Rule 165 Clause 8 that states ( all times not ending in zero in the second decimal shall be rounded to the next longer 1/10 th second, ie shall be read as 10.2). The Timing function provides three modes of operation providing Centre Officials with a significant level of flexibility in the management of all track events. These modes are: Single Time Keeper - Where one Timing Official is responsible for managing the timing system and records the finish time for each athlete as they cross the finish line (used for middle and long distance events) Multiple Time Keepers - Where there is a Chief Time Keeper and a number of assistant Timing Officials are responsible for recording the finish time of individual athletes (used for sprint events) Split Time Keepers - Where two events are combined and two Timing Officials (each responsible for the one event) record the finish time of each athletes as they cross the finish line (used for middle and long distance events). The Chief Timekeeper is to select the Timekeeper mode that will be used for the event. Place the pointer over one of the timekeeping modes and click with left mouse button. User Guide Page 40

45 14.0 Track Timing 14.1 Chief Timekeeper The Duties of the Chief Timekeeper are: Allocate to each time keeper the place he/she is to time; Control the transceiver or other means of communication with the starter; Ensure all timekeepers are in position and ready before notifying the starter that they may proceed with the event; Ensure all timekeepers are placed in such a position that they are in line with the finish line, have a good view of all lanes and have a clear view of the starter; Test the AIMS Track Timing function and ensure each timekeeper is familiar with the operation of the timing buttons; Liaise with the Records and Ranking Officer to ensure Centre records are up to date; Ensure the printer has sufficient paper and that printouts are legible; Control the AIMS Track Timing function; Advise judges of the timing mode being used and how they should hand out position places to athletes; and Should there be any discrepancies then the Chief Timekeeper is to determine a cause for the discrepancy and allocate a time for the athletes place Timekeeper 1 The timekeeper holding the Number 1 button will assist the Chief Timekeeper start the timer (for both Multiple Time Keepers and Split Time Keepers) by pressing the their button at the first sign of smoke from the starters Gun or sound if no smoke is visible Timekeepers 1-8 The timekeepers should keep their eyes on the athletes until approximately ten (10) metres from the finish line, when they should turn their attention to the finish line. The timekeeper will press the timing button when the torso (i.e. from the neck down to the waist) of their place runner crosses the finish line. (NB. The timekeeper times a place as allocated by the Chief Timekeeper, not the finish time of an athlete in a particular lane) Record Performances The time that gives an athlete a new record must be the slower of the two (2) times recorded by the CTK and Timekeeper No 1. ie. record = 10.5 and the Chief Timekeeper time is (10.4) and the first place Timekeepers time is (10.3) then the athlete gets the record (10.4) The athletes are placed in order that they finish. In the event of two or more athletes recording the same time, then the athlete deemed to have come first will be accredited with the record. User Guide Page 41

46 14.0 Track Timing 14.5 Multi / Single Time Keeper Options User Instructions for Timekeepers: The Chief Timekeeper will select event details prior to each race the date will default to today s date and the Result Centre Field will default to the Centre Identifier. The Chief timekeeper will be required to select Gender, Age, Event and Heat to complete the Event details. (NB. Only valid Event options will be recognised by the system); The Chief Timekeeper will start the timer by pressing the CTK button at the first sign of smoke from the starters Gun or sound if no smoke is visible; Timekeeper 1 will start the timer by pressing Button 1 at the first sign of smoke from the starters Gun or sound if no smoke is visible (Multiple Time Keeper mode ONLY) ; The Chief Timekeeper will press the CTK button when the torso (ie. from the neck down to the waist) of the first runner crosses the finish line; Timekeeper 1 will press timing Button 1 when the torso (ie. from the neck down to the waist) of the first runner crosses the finish line; Timekeepers 2-8 will press the timing buttons when the torso (ie. from the neck down to the waist) of the respective runners cross the finish line; The System Timer field - This timer is set to zero when opened from the menu screen when the cursor moves from the Heat field to the Timekeeper Button field. This field will default to today s date. If required type new date and press Enter Use drop down to select date Default result centre will appear. This field does not need to be changed Type G or B and press Enter Use drop down to select Boys or Type the Age Group and press Enter Use drop down to select the Age Group Begin to type Event name. When it appears in full press Enter Use drop down to select Event name The Timekeeper Button field will display the button number pressed by the timekeeper as athletes cross the finish line. NB. The timer is stopped by pressing the + (STOP) button on the keyboard Type the Heat Number and press Enter Use drop down to select the Heat No. User Guide Page 42

47 14.0 Track Timing The Chief Timekeeper will stop the timing function after the timekeeper for the last runner has pressed his/her button, by pressing the + key on the numeric keypad. After verifying all timekeepers have pressed the timing buttons, the Chief Timekeeper will process the finish times (NB. The Chief Timekeeper will be notified immediately if an athlete has broken a Centre Record); Place the pointer over the Process Results command box and click with left mouse button. A message box will appear immediately if a Centre track record has been broken. Place the pointer over the OK button and click the left mouse button the clear message The Chief Timekeeper will print the results slip, which includes the performances of each athlete in the race; and The Chief Timekeeper will select Next Event to return to the Timer screen and set event details for the next race. Place the pointer over the Print Results command box and click with left mouse button. Place the pointer over the Next Event command box and click with left mouse button. User Guide Page 43

48 14.0 Track Timing Mixed Events / Ages / Genders The Mixed Events / Genders option allows several different events to be run at the same time using the timing system to record all finishing times. Care should be exercised by the Finish Marshalls to ensure that places are awarded to athletes in the order they finish regardless of the Event. Placement of athletes in the correct event will be undertaken by the Officials at the Recording Table. User Instructions for Timekeepers: As per intsructions above for Multi / Single Time Keepers option. Type M and press Enter Use drop down to select Mixed Type A and press Enter Use drop down to select All Type M and press Enter Use drop down to select Mixed Note. Event Details are undefined User Guide Page 44

49 14.0 Track Timing 14.6 Split Time Keeper Option User Instructions for Timekeepers: The Chief Timekeeper will select event details prior to each race the date will default to today s date, Result Centre Field will default to the Centre Identifier and the Gender will default to Boys (left) and Girls (right). The Chief timekeeper will be required to select Age, Event and Heat to complete the Event details. (NB. Only valid Event options will be recognised by the system - mixed gender/same age, mixed ages/same gender, mixed ages/mixed genders) The Chief Timekeeper and Timekeeper 1 will start the timer by pressing their buttons at the first sign of smoke from the starters Gun or sound if no smoke is visible; The Chief Timekeeper s button will be used to record the finish time for athletes of the event specified on the left of the screen (eg. All boy athletes). The Timekeeper No.1 button will be used to record the finish time for athletes of the event specified on the right of the screen (ie. All girl athletes) The Chief Timekeeper and Timekeeper 1 will press the CTK button when the torso (ie. from the neck down to the waist) of the runner of their respective events crosses the finish line; The Chief Timekeeper will stop the timing function after the timekeeper for the last runner has pressed his/her button, by pressing the + key on the numeric keypad. Type G or B and press Enter Use drop down to select Boys or Girls Type the Age Group and press Enter Use drop down to select the Age Group Begin to type Event name. When it appears in full press Enter Use drop down to select Event This field will default to today s date. If required type new date and press Enter Use drop down to select date Default Result Centre will appear. This field does not need to be changed Type the Heat Number and press Enter Use drop down to select the Heat No. The Timekeeper Button field will display the button number pressed by the timekeeper as athletes cross the finish line. NB. The timer is stopped by pressing the + (STOP) button on the keyboard User Guide Page 45

50 14.0 Track Timing Place the pointer over the Process Boys Results command box and click with left mouse button. A message box will appear immediately if a Centre track record has been broken. Place the pointer over the OK button and click the left mouse button the clear After verifying all athletes have completed the event, the Chief Timekeeper will process the finish times (NB. The Chief Timekeeper will be notified immediately if an athlete has broken a Centre Record); Place the pointer over the Print Results command box and click with left mouse button. Place the pointer over the Process Girls Results command box and click with left mouse button. The Chief Timekeeper will print the results slip, which includes the performances of each boy athlete in the race; The Chief Timekeeper will select Process Girls Results; User Guide Page 46

51 14.0 Track Timing A message box will appear immediately if a Centre track record has been broken. Place the pointer over the OK button and click the left mouse button the clear message Place the pointer over the Print Results command box and click with left mouse button. Place the pointer over the Next Results command box and click with left mouse button. The Chief Timekeeper will print the results slip, which includes the performances of each girl athlete in the race; All record performances are to be verified by the Arena Manager or senior Centre Official. In the event that neither the Arena Manager or senior Centre Official is available, then the record is to be verified by the first place timekeeper and a Committee Member. The Result Slip is to be signed by the authorised Officials and will be validated by the Records and Ranking Official; and The Chief Timekeeper will select Next Event to return to the Timer screen and set event details for the next race. User Guide Page 47

52 15. BAR CODE SCANNING 15.0 Bar Code Scanning The Bar Code scanning function provides an efficient mechanism for matching track event finish times with athlete names. Officials working on the Recording Table will download finish times from the track timing system and then scan the bar codes printed on the athlete registration name tag to match track times with athlete names. The Bar Code scanning function eliminates all manual record keeping undertaken by the Officials working on the Recording Table. In-built controls developed for this function will ensure that athletes can only be linked to events run for a specific age and gender. The Recording Table Official will also be given visual confirmation of the athlete name when the Bar Code has been scanned. The interface has a number of overrides allowing athletes names to be manually selected when scanning fails, the athlete is a visitor, or for unregistered athletes.. (NB. Track times are locked and are not able to be modified by Officials at the Recording Table). Iron-on transfers incorporating the athlete name and Bar Code will be printed for each athlete on registration and distributed in the registration kit. The Recording Table Official will initially download the track finish times that have been processed and then match these times with athlete names. Place the pointer over each process in order and click with left mouse button Result Slips At the completion of each track event the Chief Timekeeper will produce the results slip (detailing the performances of each athlete in the race) and hand to the athlete designated first place. All athletes in the event will then proceed to the Recording Table where the performances will be recorded. User Guide Page 48

53 15.2 Recording Results 15.0 Bar Code Scanning When using the Track Events Module it is expected that only one Recording Table Official is required. The Duties of the Recording Table Official are: Download track results processed by the Chief Timekeeper; Request athletes arrange themselves in the finish order determined by the finish line judges; Scan the Bar Code of each athlete (in finishing order) ensuring the athlete name displayed on the screen is correct; (NB. Athletes can be scanned out of order, however the Recording Table Official will need to ensure that the cursor is moved to the correct finishing position prior to scanning of the Bar Code.) If two events are combined (ie. Split Timer Mode using mixed genders/same age, mixed ages/same gender, mixed ages/mixed genders) the Recording Table Official will need to separate the two groups and have each group arrange themselves in the finish order determined by the finish line judges; If more than two events are combined (ie. Single / Multi Timer Mode using the Mixed All and Mixed options for Gender, Age and Event) the Recording Table Official will need to have all athletes arrange themselves in the finish order determined by the finish line judges; Visitors are required to register with the Records and Ranking Official, and be issued with a visitor's label, that identifies their name, gender and age group and Bar Code. Place the pointer over the Load Track Times command button and click with left mouse button. User Guide Page 49

54 15.0 Bar Code Scanning Selection of Event for downloading: This flag should be set to download Track results. Place the pointer over the Tick box and click with left mouse button. Type G or B and press Enter Use drop down to select Boys or Girls (IF a change is required). Type the Age Group and press Enter Use drop down to select the Age Group (IF a change is required) Type the Heat Number and press Enter Use drop down to select the Heat No The User will be required to reselect the Event if a change has occurred to Gender or Age Selection of Event for Matching: This field will default to today s date. If required type new date and press Enter Use drop down to select date Type G, B or M and press Enter Use drop down to select Boys, Girls or Mixed. Type the Age Group or ALL and press Enter Use drop down to select the Age Group or ALL Type the Heat Number and press Enter Use drop down to select the Heat No. Begin to type Event name or Mixed When it appears in full press Enter Use drop down to select Event name or Mixed. User Guide Page 50

55 15.0 Bar Code Scanning Scanning of Bar Codes: On opening the screen the cursor appears on the AthleteID of fastest time recorded. To update this field, the Recording Table Official will scan the Bar Code of the athlete. The cursor will automatically tab to the next AthleteID ready for the next Bar Code to be read. The Recording Table Official will update the Heat Placing in cases where two Athletes have been awarded equal place. Note. The Media Placing used for publishing in the newspaper can only be updated after all Heats have been run. The Recording Table Official can manually match the athlete name to the track finish times by placing the cursor over the AthleteID drop down button and clicking with the right mouse button or entering the Athlete Number. Note. Typing in the first characters of the athlete name will not work in this field. User Guide Page 51

56 15.0 Bar Code Scanning Scanning of Bar Codes (Mixed Track Events): The Recording Table Official will be required to update the AthleteId field prior to the selection of the Event. Processing in this order will allow Qualifying Standard and Centre Best Performance information to be verified. Update the AthleteId field using the Bar Code scanner or manual selection from drop down. Record and Qualifying times will be displayed and associated flags updated following selection of the Event. Update the Event field using drop down selection control User Guide Page 52

57 15.3 Media Results 15.0 Bar Code Scanning Media Result: Media Result is used for publishing results in the newspaper. Only the first three results are published except where there has been an equal third placing when four athlete results will be published. The following values can be entered in the Media Result Field: 1=First, E1=Equal First, 2=Second, E2=Equal Second, 3=Third, E3=Equal Third If there are two or more heats, in determining the overall place for the media sheet, the fastest time over all heats will determine place. If more than one athlete has the same time, then the highest place over all heats shall be used to determine first place and so on. Equal Placing in Media Result If two athletes are awarded the same place, the second result entered must be entered as Equal (Place Number) eg if two athletes are awarded second in an event the first is entered with Place = 2 and the second is entered as place=e2. The Generate Media Placings will apply a ranking of 1 to 3 for each Track Event regardless of Heat number. The Recording Table Official will need to manually review this ranking, particularly in regard to Athletes with equal third placed times. Reset Media Placings will clear all Track Media Placings so that they may be regenerated. User Guide Page 53

58 15.0 Bar Code Scanning User Guide Page 54