canoesprint-wiki - User contributions [en]

Data Feeds for Nottingham Timing System

2023-04-07T14:34:39Z

141.101.99.100:

Use the following links to download data files for use in the Nottingham Timing System, replacing the #5 with the correct regatta number. 

Timetable
https://canoesprint.britishcanoeing.org.uk/export/bcu/timetable-trevor/31 

Start Lists without long-distance paddlers included
https://canoesprint.britishcanoeing.org.uk/export/bcu/startlist/31 

Start Lists with long-distance paddlers included
https://canoesprint.britishcanoeing.org.uk/export/bcu/startlist-new/31

Procedure at Entries Close

2023-04-02T15:09:23Z

141.101.99.100:

=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 
 

==Review timetable==
===First review===
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 
- Add times
- Add race numbers
- Check that there is an hour between K4 usage. We have 10 skinny Plastex boats and 16 more stable Commanders

===Second review===
Checking draft Timetable - second review 
- Check corrections 
- Check time gaps again 
- Add Progressions info from the Progressions spreadsheet, if not already added 
- Add dates in place of FRI/SAT/SUN in yyyy-mm-dd format 
- Delete extraneous rows used for time separation, when no longer required
- Remove columns to the right of the data
- Remove rows below the data

==Upload Timetable to Online Entry System==
Check online view 
Once approved, ask Matej to generate start lists

Start Lists

2023-04-02T15:05:34Z

141.101.99.100:

When importing the Start Lists in csv format into Excel, remember to add the suffix to the first line of csv file with 12 semi-colons

;;;;;;;;;;;;

this allows all the C4 and K4 paddler records to be imported to Excel

Also set the import encoding to UTF-8 and update date format to yyyy-mm-dd

Import Start List data into Excel, remembering to add enough ;;;; characters to reflect the K4 events 
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 

When preparing the start list file for upload, remember to do the following:

Delete all columns to the right of the last populated column of the spreadsheet 
Delete all rows below the last populated column of the spreadsheet 
Replace long hyphens with short hyphens, but not in - R1, - R2, Paddle-Ability - Saturday, Paddle-Ability - Sunday, Canoe A-D - Mixed etc 
Replace , with ; in the CSV file 
Update date format to yyyy-mm-dd<be>

The uploaded file needs to be UTF-8 encoded.

After selecting 'Import timetable / startlist' remember to change event code to correct number in the URL 

Once the Start List has been completed, you can generate a print out using the following URL with the last number changed to the regatta number. Make sure that the PDF is output to A4 not US A4. 

https://canoesprint.britishcanoeing.org.uk/public/default/startlist-print/3 

Once signed off, check the following:
- races have correct categorization, e.g. National Championship, Selection, Paddle-Ability etc
- races have correct distances set, e.g. 5000 > 500 and 2000 > 200
- races have correct naming, e.g. V1 not C1 for Va'a events

=Paddlers with disabilities or special needs=
We occasionally receive requests for paddlers to race in specific lanes, e.g. for hearing or sight impairment, or anxiety. We endeavour to support these requests if they are known about prior to timetabling and the preparation of the Start Lists.