SPECIAL OLYMPICS RESULTS INFORMATION SYSTEM CYCLING Release: Version: 6 Date: 01/06/2011 Sport (CY) Version 6 Page 1 of 20
Table of Contents Special Olympics Results Information System Cycling Introduction... 4 List of Cycling Outputs... 5 (Rt.1) Competition Schedule Per Event... 5 (Rt.2) Entry List by Delegation... 5 (Rt.3) Entry List by Event... 5 (Rt.4) Issues Report... 5 (Rt.5) Division Report... 5 (Rt.6 Schedule Report by Event... 5 (Rt.7) Results by Event (official /unofficial)... 5 (Rt.8) Awards Presentation... 5 (Rt.9) Awards Staging... 5 Procedures... 6 3.1 Results Service and Competition Management Support... 6 3.2 Pre-Games Activities... 6 3.3 Schedules and competition format... 6 3.4 Pre-competition Activities... 6 3.5 Pre-event Activities... 7 3.5.1 Head Coaches Meeting... 7 3.5.2 Beginning of each day... 7 3.6 Divisioning / Preliminaries... 7 3.6.1 After the Divisioning / Preliminary... 7 3.7 Final Competition... 8 3.7.1 After each Division during the Final Round... 8 3.8 Real time data presentation... 9 Sport (CY) Version 6 Page 2 of 20
3.7 Exceptional situation handling... 9 Distribution Table... 9 Appendix 1- Cycling Results / Reports Outputs... 10 (Rt.1) Competition Schedule Per Event... 11 (Rt.3) Entry List by Event... 13 (Rt.5) Division Report... 15 (Rt.6) Schedule Report Per Event... 16 (Rt.8) Results Per Event (official /unofficial)... 17 (Rt.8) Awards Presentation... 18 (Rt.9) Awards Staging... 19 Sport (CY) Version 6 Page 3 of 20
Introduction Special Olympics Results Information System Cycling 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 Sport (CY) Version 6 Page 4 of 20
List of Cycling Outputs Special Olympics Results Information System Cycling No. Results/Report Phase Rt.1 (Rt.1) Competition Schedule Per Event HCM Rt.2 (Rt.2) Entry List by Delegation HCM Rt.3 (Rt.3) Entry List by Event HCM Rt.4 (Rt.4) Issues Report HCM Rt.5 (Rt.5) Division Report After Divisioning Rt.6 (Rt.6 Schedule Report by Event HCM/Divisioning /Final Rt.7 (Rt.7) Results by Event (official /unofficial) Divisioning /Final Round Rt.8 (Rt.8) Awards Presentation Final Round Rt.9 (Rt.9) Awards Staging Final Round Refer to Appendix 1 for Cycling Results / Reports Outputs Sport (CY) Version 6 Page 5 of 20
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 organiser 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. 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 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. Sport (CY) Version 6 Page 6 of 20
3.5 Pre-event Activities 3.5.1 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. (Rt.1) Competition schedule per event, (Rt.2) Entry list by delegation (Rt.4) Issues Report (Rt.7) Scheduling Detail Report by Event (for preliminaries) should be printed by the Games Management System (GMS) Team 3.5.2 Beginning of each day One (1) hour before competition begins (Rt.4) Entry list by Delegation Should be printed by the GMS Team and distributed to the sports Information desk for teams to sign in upon their arrival. On the 1 st day in the morning GMS Team should produce (Rt.3) Entry List by Event And personal deliver to the relevant clients. 3.6 Divisioning / Preliminaries 3.6.1 After the Divisioning / Preliminary After the Priliminary is completed, the GMS Team will produce The results : (Rt.5) Division Report (Rt.6) Schedule Report by Event (finals) Sport (CY) Version 6 Page 7 of 20
3.7 Final Competition 3.7.1 After each Division during the Final Round After the each Division is completed, the GMS Team will produce The results: (Rt.7) Results Per Event (Final Round unofficial) will be posed up on the bulletin board for teams/athletes to see for 20 minutes which is the time frame that teams have to submit their protest. If no protest has been submitted after 20 minutes the official result are produced: (Rt.9) Awards Staging (Official) (Rt.8) Awards Presentation (Official) (Rt.7) Results by Event (Final Round official) will print out by the GMS Team and will be distributed to all relevant client groups by result runners. Note: Awards reports should have priority In the case that a protest is submitted the results report will remain unofficial until the protest has been solved and then the report: (Rt.9) Awards Staging (Official) (Rt.8) Awards Presentation (Official) (Rt.7) Results by Event (Final Round official) will printed and distributed as mentioned above. Sport (CY) Version 6 Page 8 of 20
3.8 Real time data presentation Special Olympics Results Information System Cycling The public scoreboard is one of the critical elements in the production of a Cycling 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 Cycling 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. 3.7 Exceptional situation handling DNS = Did Not Start DNF = Did Not Finish DQ = Disqualified The above initials will appear on the Result/Report if they occur. 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 Sport (CY) Version 6 Page 9 of 20
Appendix 1- Cycling Results / Reports Outputs Sport (CY) Version 6 Page 10 of 20
(Rt.1) Competition Schedule Per Event Sport (CY) Version 6 Page 11 of 20
(Rt.2) Entry List by Delegation Sport (CY) Version 6 Page 12 of 20
(Rt.3) Entry List by Event Sport (CY) Version 6 Page 13 of 20
(Rt.4) Issues Report Sport (CY) Version 6 Page 14 of 20
(Rt.5) Division Report Sport (CY) Version 6 Page 15 of 20
(Rt.6) Schedule Report Per Event Special Olympics Results Information System Cycling Sport (CY) Version 6 Page 16 of 20
(Rt.8) Results Per Event (official /unofficial) Special Olympics Results Information System Cycling Sport (CY) Version 6 Page 17 of 20
(Rt.8) Awards Presentation Sport (CY) Version 6 Page 18 of 20
(Rt.9) Awards Staging Sport (CY) Version 6 Page 19 of 20
Appendix 2- Distribution Table Sport (CY) Version 6 Page 20 of 20
Distribution List Cycling Distribution LIST Clients No. Name Description / Delivery Time Local HCM Sport Staging Area TD CM/VM SPP FoP Awards Staging Area Officials VIP Families Media Sports Spectator SO Athletes INFO Desk INFO Desk Village INFO Desk Quantity 2 1 2 1 2 40 Rt.1 Competition Schedule Per Event (excel) ASAA HCM H H H H H B H H/B B B Rt.2 Entries List by Delegation ASAA / every morning at SID & at HCM HCM H H H H/1 Rt.3 Entry List by Event On the first day in the morning P P P P Rt.4 Issues Report ASAA at HCM H H Rt.5 Division Report End of day (end of preliminaries) H H H H H B H H/B B at HCM (preliminaries) HCM H H H H H H B H H/B B Rt.6 Schedule Report by Event End of day (end of preliminaries for finals) H H H H H H B H H/B B Rt.7 Results by Event (Final Round) End of each Race / division (unofficial) End of each Race / division after made official P P B H H H H B H H/B B Rt.8 Awards Presentation End of each Race / division after made official H Rt.9 Awards Staging End of each Race / division after made official H HCM = Head Coaches Meeting SPP = Sport Presentation CM = Competition Manager P = Personal Delivery 1 = Distribution of a single copy H = Place in Pigeon Holes or allocated area