Procedure at Entries Close

2023-04-01T15:09:23Z

141.101.98.95:

=Procedures before entries close=
Chase Team Leaders to resolve Unresolved and Incomplete Boats 

=Procedures at entries close=
==De-duplicate or approve Incomplete or Unconfirmed Entries==
Take screengrabs of entries summary list by club and any incomplete and unresolved boats 
Accept incomplete entries and unresolved entries 
If there are duplicate entries or if you need to accept Unconfirmed or Incomplete entries, use the following link syntax substituting the number at the end of the link with the number for the specific event
https://canoesprint.britishcanoeing.org.uk/competition/events/checkup/11 
At present, the entry costs associated with Incomplete or Unconfirmed entries, which are subsequently accepted using this Admin feature, aren't currently being charged back to the respective clubs or squads. 
Take screengrabs of entries summary list by club again 
Generate the event list (heats and finals) from Online Entry System, remembering to select the correct event number in the URL, paste it into Excel, and send it to Cathy 
 

==Identify event merges and request seeding lists==
Review the events list and proposed numbers of heats and finals 
Identify those events that won't run and for which refunds are required 
Identify those events that have limited entries 
Identify where events with limited entry numbers can be merged 
For seeded events, prepare lists and send these to the individuals who will prepare those lists 
- Seniors
- Juniors
- Canoes
- Paracanoe
- Paddle-Ability

==Apply event merges and prepare coloured-up file for timetabling==
Note - Applying Merges and generating the Coloured-up file for the timetabling process takes about 2 hours 
Merges take approx 30-50 mins 
Adding in days takes approx 30-40 mins (use Excel filters to help) 
Colouring up takes approx 40-50 mins 
 
- Regenerate event list 
- Paste it into Excel 
- Delete system-generated Progression information. This will be corrected and added back in later in the process 
- Add days (not dates) for each event based on the event schedule. These will be corrected to dates later in the process, but its easier to work with these as Days for Timetabling 
- Colour up the events in Excel, ideally showing all relevant colours for Mixed events 
- Sort the file by Day, then by Event, then by Boat Type, then by Distance 
 

 
Generate timetable 
Review timetable for time conflicts 

Checking draft Timetable - first review 
- Check that events are ideally 45+ mins apart using colouring as the principle guide 
- Check enough time space between reducing distance, i.e. 1000 > 500, 1000 > 200, 500 > 200 to allowance course to be clear of other events 
- Check that if we don't have Final 2 (F2) or Final 3 (F3) races, then the event description shows F not F1, F2, or F3 
- Check Para runs are in correct sequence, i.e. R1, R2, R3 
- Identify and correct event title discrepancies against event naming convention 

Second review 
- Check corrections 
- Check time gaps again 
- Add Progressions info from master spreadsheet 
- Add dates in place of FRI/SAT/SUN in correct format 

 
Rework timetable 
Review timetable again for conflicts 
Add event times, progression info, event numbers, remove extra lines, delete Sunday row entry and renumber, and send to Cathy for checking of Progressions 
 
Upload Timetable to Online Entry System 
Check online view 
 
Ask Matej to generate start lists 
Import Start List data into Excel 
Add spaces between events, and add correct lane order, e.g. 5, 6, 4, 7 etc 
Take in lane draws, seedings, and paddler specific issues. This takes about 3 hours. 
Send to Cathy for review 
 
Upload start lists 
Generate PDF of start lists 
Once PDF has been approved, update 5000>500 and 2000>200 in the Online Entry System where required, e.g. for Paddle-Ability and Paracanoe races 
Generate data file for HPP system and send to Jon 
Compile programme and other materials for John 
Compile Timetable, Start Lists, Regatta Guide and Programme for the website and upload to the website 
Produce news item on website 
Send cover photo to Trevor for use in Official Results along with PDF of cover for reference 
Produce news item on BC Sprint Racing Committee Facebook page 
Share Facebook news item with Racing Canoe Clubs Facebook page 
Send final regatta bulletin to Team Leaders, including the Regatta Guide, and request payment

Procedure at Entries Close

2023-04-01T15:01:04Z

141.101.98.95: /* De-duplicate or approve Incomplete or Unconfirmed Entries */

=Procedures before entries close=
Chase Team Leaders to resolve Unresolved and Incomplete Boats 

=Procedures at entries close=
==De-duplicate or approve Incomplete or Unconfirmed Entries==
Take screengrabs of entries summary list by club and any incomplete and unresolved boats 
Accept incomplete entries and unresolved entries 
If there are duplicate entries or if you need to accept Unconfirmed or Incomplete entries, use the following link syntax substituting the number at the end of the link with the number for the specific event
https://canoesprint.britishcanoeing.org.uk/competition/events/checkup/11 
At present, the entry costs associated with Incomplete or Unconfirmed entries, which are subsequently accepted using this Admin feature, aren't currently being charged back to the respective clubs or squads. 
Take screengrabs of entries summary list by club again 
Generate the event list (heats and finals) from Online Entry System, remembering to select the correct event number in the URL, paste it into Excel, and send it to Cathy 
 

==Apply event merges and prepare coloured-up file for timetabling==
Note - Applying Merges and generating the Coloured-up file for the timetabling process takes about 2 hours 
Merges take approx 30-50 mins 
Adding in days takes approx 30-40 mins (use Excel filters to help) 
Colouring up takes approx 40-50 mins 
 
- Regenerate event list 
- Paste it into Excel 
- Delete system-generated Progression information. This will be corrected and added back in later in the process 
- Add days (not dates) for each event based on the event schedule. These will be corrected to dates later in the process, but its easier to work with these as Days for Timetabling 
- Colour up the events in Excel, ideally showing all relevant colours for Mixed events 
- Sort the file by Day, then by Event, then by Boat Type, then by Distance 
 

 
Generate timetable 
Review timetable for time conflicts 

Checking draft Timetable - first review 
- Check that events are ideally 45+ mins apart using colouring as the principle guide 
- Check enough time space between reducing distance, i.e. 1000 > 500, 1000 > 200, 500 > 200 to allowance course to be clear of other events 
- Check that if we don't have Final 2 (F2) or Final 3 (F3) races, then the event description shows F not F1, F2, or F3 
- Check Para runs are in correct sequence, i.e. R1, R2, R3 
- Identify and correct event title discrepancies against event naming convention 

Second review 
- Check corrections 
- Check time gaps again 
- Add Progressions info from master spreadsheet 
- Add dates in place of FRI/SAT/SUN in correct format 

 
Rework timetable 
Review timetable again for conflicts 
Add event times, progression info, event numbers, remove extra lines, delete Sunday row entry and renumber, and send to Cathy for checking of Progressions 
 
Upload Timetable to Online Entry System 
Check online view 
 
Ask Matej to generate start lists 
Import Start List data into Excel 
Add spaces between events, and add correct lane order, e.g. 5, 6, 4, 7 etc 
Take in lane draws, seedings, and paddler specific issues. This takes about 3 hours. 
Send to Cathy for review 
 
Upload start lists 
Generate PDF of start lists 
Once PDF has been approved, update 5000>500 and 2000>200 in the Online Entry System where required, e.g. for Paddle-Ability and Paracanoe races 
Generate data file for HPP system and send to Jon 
Compile programme and other materials for John 
Compile Timetable, Start Lists, Regatta Guide and Programme for the website and upload to the website 
Produce news item on website 
Send cover photo to Trevor for use in Official Results along with PDF of cover for reference 
Produce news item on BC Sprint Racing Committee Facebook page 
Share Facebook news item with Racing Canoe Clubs Facebook page 
Send final regatta bulletin to Team Leaders, including the Regatta Guide, and request payment

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Procedure at Entries Close

Procedure at Entries Close