TRAP MOM FUN SHOOT 2011

TRAP MOM FUN SHOOT 2011 Program Manual 2011 - Trap Mom Software - CYSSA Fun Shoot - Build 8

REQUIRED TO RUN THIS PROGRAM APPLE USERS: 1. OS X Mac Computer (Intel Preferred) 2. Printer (Laser recommended) WINDOWS USERS 1. A Windows Computer capable of running Windows 7. The program will run on Windows XP, however, an up to date computer is recommended. 2. Printer (Laser recommended) 3. Software for generating pdf files a. CUTEPDF (free download) www.cutepdf.com or b. PDF995 (free download, $10 to remove advertising) SHOOT ORGANIZERS See Appendix A for Supplies and Trophies. Fun Shoot Program Manual - 2011 Page i

Overview FUN SHOOT PROGRAM MANUAL This manual is for the people in the office who assign squads, tabulate scores and determine the winners of a fun shoot. Our task begins during the week prior to the shoot when we gather office supplies such as paper, ink or toner, tape, staples, pencils, scissors etc. etc. Midweek we should start receiving e-mail from teams with their pre-squad information. The Thursday midnight deadline was established to accommodate teams with Thursday afternoon practice sessions. Approximately four hours will be required for data entry on Friday. (You can start early, entering squad data as it is received.) When you have finished, preliminary squad assignments are ready to be e-mailed to each team. Saturday, teams will check-in and last minute corrections to squads will be entered. As teams finalize their rosters, invoices are printed. About a half hour prior to the shoot start, squad assignments are posted for the public. Field sheets* are printed and distributed to the various starting traps. As the field sheets are returned to the office, the scores are verified and entered into the computer. Bulletin sheets are printed and posted throughout the shoot. After the last score is entered, results are printed and posted. Awards are presented to the winning individuals in each of the CYSSA categories. *ATA vocabulary... the sheet used to mark scores is called a field sheet... the sheet posted on the bulletin board with shooter s scores is a bulletin sheet. Fun Shoot Program Manual - 2011 Page 1

Getting Started Our first task will be to copy the appropriate Trap Mom Program folder from the CD*, initialize the program and print a copy of the team directory. Simply insert the CD in the drive and copy the appropriate (Mac or Windows - Figures 1 or 2) folder to your hard drive. FIGURE 1 OS 10 (MAC) DIRECTORY *Programs and manuals may be downloaded from shootcyssa.com, resources tab. Fun Shoot Program Manual - 2011 Page 2

FIGURE 2 WINDOWS DIRECTORY Fun Shoot Program Manual - 2011 Page 3

Next start the program by double clicking on CYSSA FUN SHOOT 2011 in the MAC or WINDOWS directory. This will start the program and the Welcome Screen (Figure 3) will be displayed. Pressing any key will display the squad assignments screen (Figure 4). FIGURE 3 TRAP MOM WELCOME SCREEN FIGURE 4 SQUAD ASSIGNMENTS SCREEN Fun Shoot Program Manual - 2011 Page 4

The Program The sequence of events (squadding to awards) can be followed across the top menu bar from Set Up to Reports. When you open (start) the program the data from the last/current shoot will be displayed. If you are continuing with a shoot, the program is exactly as it was when you last closed it. Trap Mom s Squad Numbering Scheme When entering pre-squad information into the database, Trap Mom assigns a random number (not shown) to each squad. When you key in squad information, an alphabetic squad number (AA, then AB, AC etc.) is displayed in the squad number field. The alphabetic designation is used during the pre-squad process. You can enter all squads submitted by a coach in sequence. Later, after all pre-squads have been entered squads with less than 5 shooters are combined (where practical) into full squads, the actual squad numbers are assigned. (Trap Mom sorts the squads based on the random number and assigns squad numbers.) Now that you understand the basics about squad number assignments, let s get back to the program. If you are beginning a new shoot, you ll need to set up the program. Setting Up for Your Shoot There are two items in the set up drop down menu (Figure 5), shoot details and clear database. The first item in the Set-Up drop-down menu is Invoice Details. The program will print invoices, bulletin sheets etc. and Fun Shoot Program Manual - 2011 Page 5

needs to know a few things. The type of printer (monochrome or color), cost of targets, who to make the check payable to, the next shoot date, etc. Information from the Shoot Details Screen is used for preparation of the invoice. Key the FIGURE 5 SET UP DROP-DOWN MENU correct information in the appropriate fields. Click Finished to return to the Squad Screen. The Shoot Details Screen and a sample invoice are shown in Figures 6 and 7. The second item in the Set Up Drop Down Menu (Figure 5) is Clear Database. When you click on Clear Database, the first of two dialog boxes will appear. The dialog boxes give you the opportunity to keep the current database. Click Okay in the dialog box (Figure 8) and the second dialog box (Figure 9) will appear. Click Delete All and the records are gone forever. After the database is cleared, a Squad Assignments Screen (Figure 13) will be displayed, showing alphabet squad AA, ready for you to input data. We ll talk about data entry later in the text. Fun Shoot Program Manual - 2011 Page 6

FIGURE 6 SHOOT DETAILS SCREEN FIGURE 7 SAMPLE INVOICE Fun Shoot Program Manual - 2011 Page 7

FIGURE 8 CLEAR DATABASE DIALOG BOX FIGURE 9 PERMANENTLY DELETE DIALOG BOX The Team Directory There is a directory containing basic information about each of California s CYSSA trap teams. The team name, address, coaches name, etc. Information contained in the Team Directory is accessed by using a Team Code. The information is used for invoices, filling in fields during squad data entry, etc. You can access the Team Directory by clicking on Teams in the top menu bar (Figure 10). The directory was updated at the beginning of the CYSSA year, however, there may be a minor change or two required during the season. Most likely, the only thing you will need to do is print a copy of the list and using the codes during your shoot. Click on one of the Print List options in the menu. A sample list sorted by team code is shown in Figure 11. Fun Shoot Program Manual - 2011 Page 8

FIGURE 10 TEAM CODE DROP DOWN MENU FIGURE 11 TEAM CODE LIST If you need to update the directory, click on team directory from the drop down menu to display the Team Directory Screen (Figure 12). Use the icons to toggle through the directory or find the team in question. Key in the correct information. To enter a new team, simply click on New Team. A blank screen will appear. Fill in the blanks and make up your own three character code for the team. All of the information is required. Fun Shoot Program Manual - 2011 Page 9

FIGURE 12 TEAM DIRECTORY SCREEN Entering Squad Information: If you are returning to the program after entering squad information (i.e. clicking any key from the welcome screen - Figure 3) the last squad screen will be displayed. If you just cleared the database, the squad screen displayed will be for squad AA as shown in Figure 13. FIGURE 13 SQUAD ASSIGNMENT SCREEN Fun Shoot Program Manual - 2011 Page 10

When the team code AAS is entered, the computer fills in the Team Name (A&A Shooters) and the coaches name (Rich & Kathleen Lynch) - Figure 14. FIGURE 14 INPUT TEAM CODE The cursor then moves to the Squad Name. Type in the Squad Name Lynch Mob (provided by the coach). When you press return/enter the cursor tabs to the shooter s last name for post one (Figure 15). FIGURE 15 INPUT SQUAD NAME Fun Shoot Program Manual - 2011 Page 11

When you press return/enter after keying in the Last Name, the computer fills in the shooter s team code and team name as it advances the cursor to the First Name field (Figure 16). FIGURE 16 INPUT POST 1 LAST NAME Key in the first name, press return/enter and the shooter s category drop down list appears. Click on VR for varsity. The cursor moves to the Team Code field (sometimes we have squads with shooters from different teams). Click return/enter to accept the A&A or key in the correct team code (Figure 17). FIGURE 17 INPUT FIRST NAME - SHOOTER CATEGORY Fun Shoot Program Manual - 2011 Page 12

Press return/enter and you are ready to key in the information for post 2. Continue until you have completed the squad information (Figure 18). FIGURE 18 INPUT COMPLETE SQUAD Click on the New Squad icon to create a screen for the next squad (Figure 19). Continue entering squad information. FIGURE 19 NEXT SQUAD Fun Shoot Program Manual - 2011 Page 13

At the bottom right there is a Special Request field. We don t advertise accepting special requests, however, from time to time squads need to leave early for things line the prom or may be working the shoot and would like to shoot first. Use this field to enter special request information. Between the post number and last name there is a box with a flag at the top of the column. Once in a while there is a special category such as shooters with green eyes. If we place a G (actually any character you wish) in the box, we can sort out all the green eyed shooters at the end of the event. Creating new squads, deleting squads, and navigating between squads is done with the icons under the Squad Identification at the left hand side of the screen. The icons on the right side of the screen are for editing the squad. Cut, Paste and Delete a shooter. The swap allows you to change places within a squad. Simply click on the swap icon and enter the post numbers in the dialog box. The computer does the rest. To move shooters to a different squad, use cut and paste. Fun Shoot Program Manual - 2011 Page 14

More About Squads After all the pre-squad information from coaches has been entered it s time to complete the squad assignments. The task at hand is to combine the partial (less than 5 shooters) before we assign the final squad numbers. The squads drop down menu is our next stop. The first three items function the same as the icons on the Squad Assignments Screen. Show All Squads and Sort Squads are database functions. The items we are interested in at this time are the lists. FIGURE 20 SQUADS DROP DOWN MENU The four lists are self explanatory. The Less than 5 shooters list is the best for combining partial squads. Pay attention to the shooter s classification (age) when combining squads. The other lists are useful if you have special requests, special awards (flagged shooters) or other special considerations. Fun Shoot Program Manual - 2011 Page 15

Shooter Look Up is for finding a specific shooter. Click on Shooter Look Up then enter information, such as name in the proper fields. FIGURE 21 SHOOTER LOOK UP SCREEN Assign Squad Numbers has an automatic and manual option. The automatic option sorts all squads by the random number assigned when they were entered into the database, then assigns squad numbers in sequence. If you wish to assign the numbers manually, you have that option. If you have special request squads, the standard practice is to swap squad numbers with another squad. This can be done on the Squad Assignment Screen by simply finding the squad and reassigning (key in) the new squad number. Note: The time required to enter squads will depend on your keyboard skill level. Set aside about four hours to complete the task. Fun Shoot Program Manual - 2011 Page 16

E-mail Squad Assignments Our task will be to prepare a pdf file containing team assignments, then attach the pdf file to an e-mail. First click Prepare E-Mail Attachment from the Squads Drop Down Menu (Figure 20). The PREPARE PDF AT- TACHMENT dialog box will appear (Figure 22). FIGURE 22 PREPARE PDF ATTACHMENT DIALOG BOX Enter the team code, then click continue to display the print dialog box supported by your operating system (Windows or Mac). From the print dialog box, create a pdf file and save it to your desktop. Mac Users... click PDF from the print dialog box, then Save as PDF. Save the document to your desktop. Windows Users... in the print dialog box select CUTE PDF WRITER or PDF995 as the printer, then print. When the pdf file is displayed, save it to your desktop. A sample e-mail attachment is shown in Figure 23. Fun Shoot Program Manual - 2011 Page 17

Team Check-In FIGURE 23 PDF ATTACHMENT FOR E-MAIL As teams arrive for the shoot, the Check In area should be designated for coaches only. Have the coaches organize their teams and then report to check-in. From the top menu bar click Check In to display the screen (Figure 24). When a coach checks in, simply enter the team code in the Enter Team Code field (upper left) and press enter/return. The program finds all squads which contain a member of the team. This included mixed squads. Use the icons under the Squad Number to toggle between squads. You can edit squads (cut, paste, delete etc.) similar to the editing on the squad screen. Fun Shoot Program Manual - 2011 Page 18

FIGURE 24 CHECK-IN SCREEN Note: If you deleted a alphabet squad during the original data entry, the squad was deleted. It no longer exists. After squad numbers are assigned, deleting a squad creates an EMPTY SQUAD and the number remains in the database. This accounts for all squad numbers and helps the people running an on deck board or hustling squads. When finished, there are three blue buttons (lower left) to print a squad list, invoice and roster for the coach. Sample documents are shown in Figures 25, 26 and 27. Be patient with the coaches, they may be back to make additional changes. It is a good policy to have the coach wait until all his team is present before paying. This avoids problems with refunds. The Witching Hour About a half hour before the scheduled start, it s time to give the printer a workout and prepare squad lists for posting and shoot management, field sheets for the shoot. Fun Shoot Program Manual - 2011 Page 19

FIGURE 25 SQUAD ASSIGNMENTS FIGURE 26 INVOICE Fun Shoot Program Manual - 2011 Page 20

FIGURE 27 TEAM ROSTER First we ll print and post the lists. This will give the coaches, parents and squad members information about their squad assignments. From the Lists drop down menu simply click on the appropriate item. Note: Squad Assignments by Start Trap - prior to the shoot you should have prepared a table for starting teams (Refer to Figure 29). It should list your traps and which teams will be starting on each trap. For the morning and afternoon rotation (50 targets) teams usually start on a different trap. From this table, how many traps will be used to start squads? At the Auburn Trapsooting Club, there are 4 traps. Shooting 25 targets on a trap, then moving to the next trap for the second 25 targets... Auburn, will have two starting traps. FIGURE 28 LISTS DROP DOWN MENU Fun Shoot Program Manual - 2011 Page 21

At Hilltop Gun Club with 5 traps, they may shoot 50 targets per trap, thus Hilltop has 5 starting traps. The Squad Assignments by Starting Trap list provides a list for the squad hustler, making it easy to get the on-deck squad ready. Scoresheets (Fieldsheets) - Labels Select the desired scoresheet or label option from the Scoresheets Drop Down Menu (Figure 32). Scoresheets (Fieldsheets) (Figure 33) are printed for 50 targets (2-25 target rounds). Select Traps 1 and 2 for the first 50 targets and Traps 3 and 4 for the second 50 targets. FIGURE 29 STARTING ROTATION Fun Shoot Program Manual - 2011 Page 22

FIGURE 30 SQUAD ASSIGNMENTS - BY SQUAD AND ALPHABETIC FIGURE 31 SQUAD ASSIGNMENTS BY STARTING TRAP - 2 TRAPS Fun Shoot Program Manual - 2011 Page 23

You have the option of printing the sheets in squad number order or sorted by starting trap (similar to the squad assignments by starting trap). The Sorted by Starting Trap option is recommended. The same options are available for labels, if you are using preprinted sheets. Blank Scoresheets are available for the shoot-offs. A sample scoresheet is shown below. Suggestion: It is a good idea to prepare a packet for each starting trap. Include the squad list sorted by starting trap and the scoresheets. FIGURE 32 SCORESHEETS DROP DOWN MENU FIGURE 33 SAMPLE SCORESHEET (FIELDSHEET) Fun Shoot Program Manual - 2011 Page 24

Coaches changes - during the first round we usually allow coaches to scratch shooters (no-shows) on the field sheets. As time permits they will visit the office and changes will be made to the database via the Check-In Screen and by pencil to any documents already printed for the second round. A new invoice should be prepared for the team. Posting Scores Important! - Don t give the completed score sheets to the kids. Keep them at the trap and have someone pick them up. When you receive the completed score sheets check the math. From the Post Scores drop down menu (Figure 34) select the targets to be posted (first or second 50). FIGURE 34 POST SCORES DROP DOWN MENU The proper post scores screen (Figure 35) will appear with the cursor in the squad number field. Enter the squad number and press return/enter. Screen will populate with the squad information and the cursor will be in the field for the shooter s score for post 1. Enter the score and press return/enter. Cursor moves to post 2... continue until all scores have been entered. If there is an empty post simply press return/enter to toggle to the next shooter. Total scores are automatically updated. Bulletin Sheets After entering the scores, bulletin sheets should be print- Fun Shoot Program Manual - 2011 Page 25

FIGURE 35 SAMPLE POST SCORES SCREEN ed and posted. Bulletin sheets are printed on legal size paper and contain information for two squads. (Squads 1 & 2 on the first sheet... Squads 3 & 4 on the second, etc.) Simply click on Print Bulletin Sheet from the Post Scores Drop Down Menu. Use your operating system s print dialog box to specify which sheet(s) to print. The bulletin sheet (Figure 36) lists the score for each shooter and posts his/her score in the proper classification column. Since score sheets aren t returned to the office in order, use the Squad Reporting Status Screen (Figure 37) when printing bulletin sheets. The screen displays the squad number, if the score for the first and second 50 targets has been posted and the classification of shooters in each squad. In addition, the number of the sheet (used in the print dialog box) for each bulletin sheet is included. There is a toggle item in the posted column where you can click Fun Shoot Program Manual - 2011 Page 26

FIGURE 36 SAMPLE BULLETIN SHEET FIGURE 37 SQUAD REPORTING STATUS SCREEN Fun Shoot Program Manual - 2011 Page 27

on yes or no depending on whether the bulletin sheet has been printed. For this example I deleted squad 12. Remember, after we assign squad numbers, deleted squads are listed as empty. The final item is the Post Scores menu is an Automated Scoreboard (Figure 38) listing the top 10 scores in each SCTP division/category. The display changes (updates) every 10 seconds and rotates through Varsity, Junior Varsity, Intermediate Advanced, Intermediate Entry Level and Rookie. This version of Trap Mom is called a run time solution. It works on a single computer. The optimum way to display the scoreboard requires two licensed copies of FileMaker, a second computer and a monitor or TV. FIGURE 38 AUTOMATED SCOREBOARD Fun Shoot Program Manual - 2011 Page 28

Load The Printer You just posted your last score and everyone is waiting for the results. No worries... this is the easy part. Go to the Reports menu (Figure 39) and click on the report of your choice. The printer does the rest. FIGURE 39 REPORTS DROP DOWN MENU A sample report is shown below. Double check for shoot-offs. There are reports for each of the CYSSA categories plus an alphabetical report and a report by score for the entire shoot. You can print the high five report* (best five scores for each team) and if you had a special class (flagged shooter) report. Remember the Squad Reporting States Screen... prior to the end of the shoot, you can use it to determine what category shooters are still outstanding and print the other reports. * The High Five Report has been disabled. Fun Shoot Program Manual - 2011 Page 29

The Final Task FIGURE 40 SAMPLE SHOOT RESULTS After the shoot offs, you need to send the results to the webmaster (funshoots@shootcyssa.com) for posting on our web site. Compose a simple e-mail with the shoot off results and attach the file FUN SHOOT 100 TARGETS.USR. The file will be used to create the web posting. Fun Shoot Program Manual - 2011 Page 30

APPENDIX A SUPPLIES & TROPHIES SUPPLIES In addition to the usual letter size paper (8.5 x 11 inch), toner/ink for your printer, pens, pencils, tape, staplers etc., a supply of Legal Size Paper (8.5 x 14 inch) for Bulletin and computer generated Field Sheets. Labels (2 x 4 inch - Avery 5263 or equivalent) optional - use on preprinted Field Sheets. Invoices are printed two per page. You ll need micro perf paper, scissors or some other method to cut the page in half. Zip Lock Bags - needed for distribution of shoot participation pins. TROPHIES Trophies for California SCTP Fun Shoots are ordered by the and shipped directly to the club. Shoot participation pins are part of the trophy package. Clubs are billed by the Trophy Supplier. Fun Shoot Program Manual - 2011 Page 31