canoesprint-wiki - User contributions [en]

Procedure at Entries Close

2022-06-19T08:46:18Z

162.158.159.79: /* 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==
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 and any incomplete and unresolved boats 
Accept incomplete entries and unresolved entries 
Take screengrabs of entries summary list by club again 
Generate event list (heats and finals) from Online Entry System, remembering to select the correct event number in the URL, paste into Excel, and send to Cathy 
 

Apply event merges 
Regenerate event list 
Added days for each event based on the event schedule 
Colour up the events, ideally showing relevant colours for Mixed events 
Sort the file by Day, then by Event, then by Boat Type, then by Distance 
 
Note - Merges and colouring up the timetable takes about 2 hours. Merges take approx 50 mins. Adding in days takes approx 40 mins. Colouring up takes approx 40 mins 
 
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 event
- 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
- Check for any BIK/GIK Class paddlers who may be racing up in BDK/GDK/BU14/BU16 events, where these events are too close together

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 
 
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

2022-05-22T21:34:37Z

162.158.159.79:

This to do prior to entries closing 
 
Chase Team Leaders to resolve Unresolved and Incomplete Boats 
Accept Unresolved boats by entering via Club entry pages and advise relevant Team Leaders 
 
This to do when Entries close 
 
Take screengrabs of entries summary list by club and any incomplete and unresolved boats 
Accept incomplete entries and unresolved entries 
Take screengrabs of entries summary list by club again 
Generate event list (heats and finals) from Online Entry System, remembering to select the correct event number in the URL, paste into Excel, and send to Cathy 
 
Take in race merges received from Cathy 
Re-generate event list, add Sat/Sun to differentiate, order by Event Type and colour up for timetabling. Send to Cathy. 
Note - Merges and colouring up the timetable takes about 2 hours. Merges take approx 50 mins. Adding in days takes approx 
 
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 event
- Check that if no F2 or F3 events, then event shows F not F1
- Check Para runs are in correct sequence
- 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 
 
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

2022-05-21T08:07:50Z

162.158.159.79:

This to do prior to entries closing 
 
Chase Team Leaders to resolve Unresolved and Incomplete Boats 
Accept Unresolved boats by entering via Club entry pages and advise relevant Team Leaders 
 
This to do when Entries close 
 
Take screengrabs of entries summary list by club and any incomplete and unresolved boats 
Accept incomplete entries and unresolved entries 
Take screengrabs of entries summary list by club again 
Generate event list (heats and finals) from Online Entry System, remembering to select the correct event number in the URL, paste into Excel, and send to Cathy 
 
Take in race merges received from Cathy 
Re-generate event list, add Sat/Sun to differentiate, order by Event Type and colour up for timetabling. Send to Cathy. 
Note - Merges and colouring up the timetable takes about 2 hours. Merges take approx 50 mins. Adding in days takes approx 
 
Generate timetable 
Review timetable for time conflicts 
 
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 
 
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