Special Olympics Results Information System Table Tennis. Release: Version: 6 Date: 01/06/11. Table Tennis (TT) Version 6 Page 1 of 22

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1 SPECIAL OLYMPICS RESULTS INFORMATION SYSTEM TABLE TENNIS Release: Version: 6 Date: 01/06/11 Table Tennis (TT) Version 6 Page 1 of 22

2 Table of Contents Special Olympics Results Information System Table Tennis 1. Introduction List of Table Tennis Outputs... 4 Rt. 1 Competition Schedule... 4 Rt. 2 Issues Report... 4 Rt. 3 Entry List per Delegation... 4 Rt. 4 Scheduling report... 4 Rt. 5 Divisioning Report (Sort by Division)... 4 Rt. 6 Match Lists (Staging Area)... 4 Rt. 7 Score Sheet... 4 Rt. 8 Tournament Results... 4 Rt. 9 Awards Presentation... 4 Rt. 10 Results Summary... 4 Rt. 11 Awards Staging Report Procedures Results Service and Competition Management Support Pre-Games Activities Schedules and competition format Pre-competition Activities Pre-event Activities Head Coaches Meeting Divisioning Draw Before the match/game [Staging Area] During the match... 8 Table Tennis (TT) Version 6 Page 2 of 22

3 3.5.5 After the match / Game After the Finals Real time data presentation Exceptional situation handling Distribution Table... 9 Appendix 1- Table Tennis Results / Reports Outputs (Rt. 1) Competition Schedule (Rt. 2) Issues Report (Rt. 3) Entry List per Delegation (Rt.4) Scheduling report (Rt. 5) Divisioning Report (Sort By Division) (Rt. 6) Match Lists (Staging Area) (Rt. 7) Score Sheet (Rt. 8) Tournament Results (Rt. 9) Awards Presentation (Rt. 10) Results Summary (Rt. 11) Awards Staging Report Appendix 2- Distribution Table Table Tennis (TT) Version 6 Page 3 of 22

4 1. Introduction Special Olympics Results Information System Table Tennis The purpose of this document is to establish the result procedures of the sport, while setting the framework for the operational development of the sport during Games-time operations. In specific, this document: Creates an overall idea of the of what reports need to be produced by the GMS Achieves an overall idea and clear understanding of the GMS Identifies a list Reports Identifies key timelines of each report 2. List of Table Tennis Outputs No. Results/Report Phase Rt. 1 Rt. 1 Competition Schedule HCM Rt. 2 Rt. 2 Issues Report HCM Rt. 3 Rt. 3 Entry List per Delegation HCM Rt. 4 Rt. 4 Scheduling report After HCM at village After Draw (30 th June) at village Rt. 5 Rt. 5 Divisioning Report (Sort by Division) After HCM at village After Draw (30 th June) at village Rt. 6 Rt. 6 Match Lists (Staging Area) Divisioning and Competition Rt. 7 Rt. 7 Score Sheet Divisioning and Competition Rt. 8 Rt. 8 Tournament Results Competition Rt. 9 Rt. 9 Awards Presentation Competition Rt. 10 Rt. 10 Results Summary Competition Rt. 11 Rt. 11 Awards Staging Report Competition Table Tennis (TT) Version 6 Page 4 of 22

5 Refer to Appendix 1 for Table Tennis Results / Reports Outputs 3. Procedures 3.1 Results Service and Competition Management Support This part of the Procedures section focuses on processes related to the gathering, processing and distribution of information concerning competition progress and results and the acquisition and processing of data that the GOC Competition Management require in order to prepare for and manage competition. Roles and of this document is to documented in chronological order 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 is operational. When Teams arrive in the Special Olympic village, most teams and media require the latest release of the Games schedule, 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 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. All the above information should be prepared in outputs: Table Tennis Daily Event & Session Competition Schedule It will be distributed on the first day of operations of each client. Before distribution of the competition Schedule it will have to be approved by the Technical Delegate allocated by SOI. Once the content of these outputs has been agreed between the Technical Delegate and the OC Competition Management, it will be distributed to all clients. Should it become necessary to change data in the above-mentioned outputs after verification and Table Tennis (TT) Version 6 Page 5 of 22

6 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 arrives in the host city, they will work with the OC Competition Management on the final preparations for the Games. During the period before the start of Games, a lot of time will be spent on final checking of the participant data and the preparation, checking and correction of other information if necessary. It is important that the process for transferring this data from its official source to the Organizing Committee is agreed much earlier and that any planned technology solution is properly tested. 3.5 Pre-event Activities Head Coaches Meeting A Head Couches Meeting will be organised one (1) day before the start of competition. Two (2) hours prior to the meeting the following information should be ready and available to all delegations upon arrival in the venue at the Sports INFO Desk. Rt. 3 Entry List Per Delegation should be printed by the Games Management System (GMS) Team and distributed by result runners after final approval Divisioning. The following report should be delivered only to the sport Manager and the TD Rt. 2 Issues Report After HCM produce and distribute to all relevant client groups Rt. 1 Competition Schedule Rt. 4 Scheduling report Rt. 5 Divisioning Report (Sort by Division) Rt. 6 Match Lists (for Divisioning) Note: Competition Schedule & Scheduling Report should be approved by the TD prior to distribution. Table Tennis (TT) Version 6 Page 6 of 22

7 3.5.2 Divisioning One (1) hour before the divisional process begins Divisioning Cards should be printed by the Sport Competition Team and distributed to the Divisioners by result runners. One (1) hour before the divisional process begins (Rt. 7) Score Sheets Should be printed and distributed by GMS Team to Staging Area On 30 th June, after the divisioning is complete, the GMS Team will produce the outputs: (Rt. 5) Divisioning Report (Sort by Division) and will distribute by result runners. Note: Divisioning Reports should be approved by the TD prior to distribution Draw Two (2) hours after the draw (Rt. 4) Scheduling report (Rt. 5) Divisioning Report (Sort by Division) (Rt. 6) Match Lists should be printed by the GMS Team and distributed to all relevant client groups Note: Match Lists should be approved by the TD prior to distribution Before the match/game [Staging Area] At the beginning of the day when the staging area is operational (Rt. 6) Match Lists should be printed by the GMS Team and distributed to the Staging area by result runners Forty (40) minutes before the Table Tennis games begin (Rt. 7) Score Sheet should be printed by the GMS Team and distributed to the Staging area Table Tennis (TT) Version 6 Page 7 of 22

8 3.5.5 During the match The score of each game will be displayed on the scoreboards located on the field of play at each court After the match / Game After the game is completed, the authorized persons, Head Referee will sign off the scorecards The results of the games (Rt. 8)Tournament Results will print out by the GMS Team and will be distributed to all relevant client groups by result runners. Note: Tournament Results should be approved by the TD prior to distribution After the Finals At the end of the final games/matches at each division, the GMS Team should produce the outputs: (Rt. 9) Awards Presentation (Rt. 10) Results Summary (Rt. 11) Awards Staging Report and distributed to all relevant client groups by result runners. 3.6 Real time data presentation The public scoreboard is one of the critical elements in the production of a Table Tennis competition. It, along with the action on the field of play is the centre 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 Table Tennis is used to present the teams and the results. Many variations exist depending on the event and phase of competition. In addition, the public scoreboard and video board(s) if applicable 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 to entertain 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 in the crowd. It should be noted that the design and implementation of a good 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. Table Tennis (TT) Version 6 Page 8 of 22

9 3.7 Exceptional situation handling DNS = Did Not Start DNF = Did Not Finish DSQ = Disqualified The above initials will appear on the Result/Report if they occur. Special Olympics Results Information System Table Tennis 4. Distribution Table The table has been created to show all relevant outputs, 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 Distribution List Table Tennis (TT) Version 6 Page 9 of 22

10 Appendix 1- Table Tennis Results / Reports Outputs Table Tennis (TT) Version 6 Page 10 of 22

11 (Rt. 1) Competition Schedule Table Tennis (TT) Version 6 Page 11 of 22

12 (Rt. 2) Issues Report Table Tennis (TT) Version 6 Page 12 of 22

13 (Rt. 3) Entry List per Delegation Special Olympics Results Information System Table Tennis Table Tennis (TT) Version 6 Page 13 of 22

14 (Rt.4) Scheduling report Table Tennis (TT) Version 6 Page 14 of 22

15 (Rt. 5) Divisioning Report (Sort By Division) Special Olympics Results Information System Table Tennis Table Tennis (TT) Version 6 Page 15 of 22

16 (Rt. 6) Match Lists (Staging Area) Special Olympics Results Information System Table Tennis Table Tennis (TT) Version 6 Page 16 of 22

17 (Rt. 7) Score Sheet Table Tennis (TT) Version 6 Page 17 of 22

18 (Rt. 8) Tournament Results Table Tennis (TT) Version 6 Page 18 of 22

19 (Rt. 9) Awards Presentation Table Tennis (TT) Version 6 Page 19 of 22

20 (Rt. 10) Results Summary Table Tennis (TT) Version 6 Page 20 of 22

21 (Rt. 11) Awards Staging Report Special Olympics Results Information System Table Tennis Table Tennis (TT) Version 6 Page 21 of 22

22 Appendix 2- Distribution Table Table Tennis (TT) Version 6 Page 22 of 22