| Who makes this decision? | Score Master and Tournament Director |
|---|---|
| Who needs to be informed? | Challenge Master, Head Appraisers, Appraiser Teams, Scoring Team |
Scores entered at the challenge site have to get to the score room. That’s the basic problem you’ll tackle in this planning task. Based on the scoring strategy that you chose in the Plan your Scoring Strategy task, you’ll develop a plan for transporting scores to the scoring room. Then, most importantly, you’ll publicize your decision so that everyone working at the tournament knows their role in this all-important task.
The strategy you use depends on the media on which the scores are kept at each challenge site. Each of the following topics describes the issues you face and suggests resolutions.
This section includes the following topics.
Only on Paper
When scores are entered into the DI Scoring Program only in the score room, then you have to move the paper score sheets — and all of the related team paperwork — to the score room.
The basics of this task are clear. The paperwork for each team, including score sheets, should be kept in a separate folder. The folder contents should always move as a unit; once added to the folder, papers should not be removed. If someone wants to see a particular page, deliver the whole folder.
Score runners typically carry the folder from the challenge site to the score room. They are instructed to receive the folder only from the appraiser team and to deliver the folder only to the score room.
Timing is everything. Establish rules that specify when the paperwork is to be delivered to the score room. Typically, appraisers watch the first few performances before they enter or finalize their scores. Thereafter, all scores should leave the challenge site within the time you set in your rule. Also, emphasize that scores for the last team performing must be sent to the score room as soon as they are complete. Many a Head Appraiser has accidentally walked away from the challenge site with the last scores tucked into a bulging briefcase.
On Paper and Computer Media
When scores are entered into the DI Scoring Program at challenge sites, you have to move two different types of media: the paper scores (and other paperwork) and electronic media, such as CDs, DVDs, USB drives, or an external drive.
Decide when you want the materials to be delivered. Team paperwork should be sent to the score room as soon as it is complete. Along with each team’s paperwork, you can also send an updated copy of the challenge level score file. Or, you can send the challenge level score file only when all scores for the challenge level are complete.
| Tip! |
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| If you are transporting computer media along with a team’s paperwork, keep the paperwork (and media) in large resealable envelopes instead of folders. Otherwise, the computer media are likely to escape. |
| Tip! |
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| If you have access to a secure network and Internet at your tournament site, consider using a network utility like Dropbox or SkyDrive. These tools make the media management and transport MUCH simpler. Make sure to use strong passwords and protect your data! |
Decide what information must be written on the media label. Having a required label format assures that you’ll get the data you need. If possible, print media labels and distribute them to the challenge sites. The Paperwork Manager should check the label on the media and return any that are missing required information. At a minimum, you’ll need the following elements on the media label:
- Challenge and level
Design a directory structure for storing backup copies, archived tournament directories, and versions of the challenge level XML scores files from each challenge site. It might be wise to have a separate directory for the files coming from each site.
Use a naming convention for naming versions of the challenge level files and tournament directories from each challenge site. Each version of a file or directory needs a unique name so that previous versions are not overwritten. Fortunately, the score program backups can be created automatically and will have unique time stamps for each folder.
Decide who collects the computerized score files. The number cruncher can copy the specified files to the computer media and have the runner carry it to the score room. Or, you can send someone from the score room to the challenge site to copy the files to memory stick or thumb drive and bring it back to the score room.
Decide which score files are copied to the computer media. Although you only need the challenge level XML score file, such as SHOWDOWN_M.xml, you might want to copy and archive the entire tournament directory from each challenge site.
Design score room procedures for checking in and storing the media contents for each challenge level. You might want to copy the contents to a hard drive and keep any external media, such as CDs in an envelope or disk case. If you’re using USB memory sticks or thumb drives, you’ll probably need to reuse those media several times during the tournament day.
On Paper and Network Files
When the computers running the DI Scoring Program are connected by a network, you still have to move the paper score sheets (and other paperwork) to the score room. You also have to set up a secure network share and provide selective access to users. And, you must set up a file structure on the share for storing scoring files.
Establish rules that specify when the paperwork is to be delivered to the score room. Even when scores are entered in the computer, the paperwork is a vital asset. You probably do not want team paperwork accumulating in a public performance area.
Design a directory structure for storing backup copies, archived tournament directories, and versions of the challenge level XML scores files from each challenge site. It might be wise to have a separate directory for the files coming from each site.
Design a naming convention for naming versions of the challenge level files and tournament directories from each challenge site. Each version of a file or directory needs a unique name so that previous versions are not overwritten. For example, for tournament directories, use the initials for the challenge level followed by the time, such as ME_1420. For challenge level files, just append the time, for example, WINITBIG_E_0932.xml.
Select a push or pull strategy for gathering scores. In a push strategy, the challenge sites copy their files to a preset directory on the network share. In a pull strategy, the score room connects to a preset directory on the challenge site computer and copies the specified files from the challenge site to the score room computer. In either case, print the preset locations and post the printed memo at all challenge sites.
Establish rules that specify when files are copied from the challenge sites. You can copy a challenge file to the network share each time a new team’s scores are added to it, or you can copy the file only after the challenge level is complete.
Publicize your Strategy
The most carefully planned data gathering strategy is of no use unless everyone knows what it is. This might be one of the most important and most easily forgotten items of information. Write a memo and circulate it to everyone who needs to know. Then, give a copy to all Head Appraisers on tournament day and post the memo at all challenge sites.
When you have designed your data gathering strategy and drafted your memo, make a note of it on your Planning Worksheet and check off the Design a Data Gathering Strategy item.