PCSchool - User Guide 2014 Carnival User Guide. Table of Contents

Transcription

1 Carnival User Guide Table of Contents Carnival... 2 Create Team Codes... 2 Setup the Carnival... 3 Points Code Creation... 4 Event... 5 Event Detail... 5 Lane Allocation Setup... 6 Auto lane Allocation... 7 Event Ordering... 8 Nominations... 9 Program/Result Entry Carnival Reports Delete Competitors Flowchart Page 1 of 20

2 Carnival Path: Timetable Other Modules Carnival The Carnival Module is ideally suited to schools that are running inter-house or inter-school Sports Carnivals. The Carnival Module stores event descriptions along with the timing of the event and any record details associated with the event. Carnival will accept entry of nominations and allow you to print checklists. Modifications to competitors can be made virtually up to the beginning of the Carnival. Printed Result reports are available for both Track and Field events. There is also the option of printing a program listing all nominations in lane order. During the Carnival results can be entered and records updated, at the completion of the carnival the program can be reprinted, this time printing competitors in their order of finish. The Carnival can be setup to monitor points awarded and will produce a points listing based on school, house, competitor and age. Create Team Codes Path: Utilities Maintenance View Teams can be created through Maintenance View these entries can then be used to Auto Allocate lanes and are available for selection 1. Select the Code Type of SCHOOLS. 2. Enter a unique Code. 3. Enter your description for this Code. Page 2 of 20

3 Setup the Carnival A Carnival description must be created via the Setup tab. 1. Enter the name for the new Carnival. 2. Enter the estimated Default number of competitors you believe will be in an event from each participating team. 3. Check the radio box and select the Carnival if you are Importing the Events from a previously entered Carnival. 4. Click Save. Page 3 of 20

4 Points Code Creation You will need to set up the points you are going to award for each event. You have the option of up to 50 points to account for cross country events. 1. Enter a numeric Code. 2. Enter the numeric Points value to be used with this code. 3. Click Save. Page 4 of 20

5 Event Events can be set up in either; Event Event Ordering Lanes can be set up in either; Event Auto Lane Allocation When the Carnival Program is printed in Event Number order if you want the times to be in order also make sure the Events are numbered accordingly. Event Detail Event Details can be entered here or through the Event Ordering tab; It is quicker to create events through the Event Ordering tab Event Detail allows for more information to be entered with the current Records 1. Select the Carnival Description you will be working on. 2. Enter a unique Event Number. 3. Enter the name for the Event. 4. Select if the Event is to be based on Time or Distance. 5. Enter the Age Group of the Students in this Event. 6. Select the sex; Unspecified, Male or Female. 7. Number of Competitors will default from the Entry in Setup, this can be edited. 8. Points; select from the Points Codes that have been created. Status can be used for defining heats, quarter finals and finals; the entry in the field is at 9. the discretion of the School; In each case the Heat Event Number must be unique. Enter the Time of day for this Event you can add am and pm or use a 24 hour clock, this 10. time will print in the program. Enter the Record for this Event, this field is automatically updated. This is a free form field; 11. the26 could be metres, centimetres, hours, minutes or seconds. Page 5 of 20

6 Enter the name of the current Record Holder this field is automatically updated with the 12. Name and Year. 13. If you do not want to use the Auto Allocation for creating Lanes check the box. 14. Click Save when the fields are filled. These details can be updated as necessary. Lane Allocation Setup Lanes can be added manually but if there are several events the Auto Lane Allocation can be used; If Auto Lane Allocation is used the lanes can be edited here If entering manually tick the Protect From Lane Auto Allocation to avoid the entries being overwritten Allocate lanes manually. 1. Select the Carnival. 2. Select the Event Number. 3. Select the Lanes 4. Check if you do not want the entries to be overwritten by Auto lane Allocation. 5. Click Save when all Lanes have been selected. Page 6 of 20

7 Auto lane Allocation Lanes can be assigned to Teams; Auto Lane Allocation can also be used for allocating Lanes on a more global basis. Or manually Entered against Competitors; Manually enter them against competitors in Result/Program Entry. Allocate Lanes 1. Select the Carnival. 2. Select a Team to add; select them in the order you want them in the lanes. Click the appropriate add button; For 1 Team per event add the teams once. 3. For 2 Teams per event add the teams twice. For 3 Teams per event add the teams three times. The Teams will be placed in the fields in the order they are added, a pipe key will be 4. placed between them. In this order Team K will be in lane 1 and 6. If you select to Cycle the lanes; Event 1 would have K in 1 and Event 2 would have K in 2 and 7. Event 3 would have K in 3 and 8 and so on. 6. Continue until 1, 2 and 3 lanes per Event have been filled. Then click Auto Allocate Lanes. Page 7 of 20

8 Event Ordering Events can also be created through the Event Ordering tab by entering the details in each column. Events will be printed in the Event Number order, if you want the report to print in Time order the Events must be numbered accordingly. This is a much faster way of entering Events but has the drawback of not being able to add current Records and Record Holders. 1. Select the Carnival. 2. No; This is the Unique number as created in Event, this is the order for printing. 3. Units depict Time or Distance. 4. This is the Age Group for the Event. 5. Sex shows M, F or a blank if it is a combined sex event. 6. Max Teams is the Maximum Competitors in each team for the event. 7. Points shows the Points Code attached to the event. 8. Status defaults from the Event H would be Heats and F Finals. 9. Time is the time the Event is to be held. 10. The toolbar feature allow for organising the Events. Page 8 of 20

9 Nominations Competitors can also be created through Nominations. This file can be sent to team co-ordinators as a csv file, once opened in Excel Competitors can be entered, saved and once returned the file can be Imported back into Carnival. This method is useful when the teams are from other schools. If you wish to simply send a list of the events on paper, this would be done through Reports/Program Based, within this launch Nomination Forms can be printed. These Forms will show the event number, the event description and contain spaces to enter the competitors. Export Electronic Blank File 1. Select the Carnival you wish to export the results from. Select the amount of lines to be created in the CSV file; No of Competitors in an Event; will create the lines in the CSV based on the amount of Competitors entered in the Event Details, this can differ with each 2. event Number shown below; will create a fixed amount of lines in the CSV, all events will have the same amount of lines See further for examples 3. Save the file where you will be able to find it and end the name with.csv. 4. Click Begin Export. Page 9 of 20

10 Example CSV; No of Competitors in an event Event I is allowed 8 competitors Event 2 is allowed 5 competitors Example CSV; Number shown below All Events will have the same amount of lines for entering competitors Page 10 of 20

11 You can create a VDF query for your Students names. 1. Select the Student File. 2. Click Expression. 3. Enter a name for the line. 4. Enter the amount of characters to allow. 5. Select test. 6. Click Edit. 7. Click OK. Page 11 of 20

12 At the next window you need to enter the Expression. 1. Enter a bracket (shift + 9). 2. Click once on Surname (or Given Name depending upon which you want first). 3. Enter a plus Enter inverted commas (this must be the double). 5. Enter a space. 6. Enter a plus Enter inverted commas (this must be the double). 8. Click once on Given mane (or Surname depending upon the order) 9. Enter a bracket (shift + 10). 10. Click OK. Enter any other information you will need and any Selection. If you need help for this refer to VDF in HELP. Your CSV will have the student s names in one column. Page 12 of 20

13 The file can be edited in Excel, saved and then Imported back into the Carnival; The Competitors must be entered into the correct column In this case column 3 is the C Column Import Electronic File to bring the CSV back into the Carnival with the competitors. 1. Select the Carnival you will be Importing the data into. 2. Find the file to Import. 3. Select the team you are importing in. 4. Click Begin Import. The following Column Definition windows will appear. Column 1 in the CSV holds the Event Number. Page 13 of 20

14 Column 2 has no information so select Ignore. Column 3 has the Students names so select Competitor. Enter/Remove allows for changes of competitors this can also be done through Program/ Result Entry; Program Result Entry can be a quicker way for making these changes 1. Select the Carnival. 2. Enter the Competitors name, if this is a withdrawal the entry must be exactly the same as entered in the Event. 3. Select the Event. 4. Select the Team code. 5. Click; Nominate to add the Competitor. Remove to delete the Competitor. Page 14 of 20

15 Program/Result Entry With the selection of Program competitors can be added or changed in Program/ Result Entry. 1. Select the Carnival 2. Select the Event Number. 3. Check the Program radio box. 4. Optional; Enter a Lane; this can be done through Auto lane Allocation. 5. Select the Team; Teams must be created in Utilities/Maintenance Codes/Schools and the view refreshed. Enter or select the competitor s name; Competitor s names cannot contain any commas. 6. If two competitors in the same Event from the same school have the same name one of the names must be different. This can also be completed in Nominations. 7. Click Save when finished. Page 15 of 20

16 The selection of Result allows for Places, Times or Distances to be entered. 1. Select the Carnival. 2. Select the Event. 3. Put the check in the Result radio box. 4. Enter the Placing. 5. Enter a value, this is freeform and goes to two decimal points. Page 16 of 20

17 Carnival Reports Result entry sheets can be printed from the PROGRAMME BASED tab; these contain the event name, the competitors with lanes, and a space for the place the competitors finish, as well as the TIME/DISTANCE achieved. If a competitor is disqualified or does not finish, when entering results leave the PLACE column blank or enter a 0. Once the carnival is complete Points tallies, age champions can be printed from within the REPORTS tab page, also the Carnival Programme can be printed in Result order. Reports can be created for instigating a Programme, Competitor Listings and Recording Results. Page 17 of 20

18 Competitor Based Reports Age Champion Name (Alias) CARNCR.RPT Programme Based Reports Event Listing Blank Competitor Grid Name (Alias) CARNEGD.RPT Page 18 of 20

19 Program Competitors Result Blank Name (Alias) CARNIV2.RPT Program Listing Name (Alias) CARNIVAL.RPT Page 19 of 20

20 Delete Competitors Globally remove a Team. In some instances a school may have to defer from participating in the Carnival. In such cases the Team and all Competitors can be removed. 1. Select the Carnival. 2. Select the Team Code or leave blank to remove all Teams and All Competitors. 3. Click Delete Competitors. Once the events, competitors and lanes have been setup the carnival can begin. Page 20 of 20