Planning Worksheet

This worksheet introduces you to the choices you will have to make and the tasks you have to perform to prepare the Score Room for a Destination Imagination tournament. Each element in the list is linked to a topic that describes the element and explains the choices.

Use the worksheet to track your progress. Although the worksheet is intended to be complete and appropriate for all levels of competition, we've left space for you to add tasks that we've forgotten, and expect that you'll cross out tasks that do not apply to you.

Planning Worksheet for _________________ Tournament

Tournament Directory: _____________________________

• ___ Plan your Scoring Strategy
• ___ Design the Scoring Room
• ___ Design a Data Gathering Strategy
• ___ Select Methods for Checking Scores
• ___ Select Reports
• ___ Determine Rules for Advancement
• ___ Design a Scoring Room Public Relations Policy
• ___ Prepare the Team Data
• ___ Find Computers
• ___ ________________________________________
• ___ ________________________________________
• ___ ________________________________________

Congratulations! Were you surprised to see that finding computers was at the bottom of the list and seemed much easier than the rest of the tasks? Actually, by doing the research, asking the questions, and making the tough decisions listed above, you've made the rest of the process much easier for yourself and your team.

Plan Your Scoring Strategy

One of the most important decisions you will make is the first one: deciding on a scoring strategy. The strategy has three connected parts.

• Who sums and averages the appraisers' scores?
• Which scores are entered into the DI Scoring Program (and which are calculated manually)?
• Who enters the scores into the DI Scoring Program and where do they do it?

Always keep in mind that each manual calculation and each computer entry should be done twice, by two different individuals, in order to minimize errors. These two individuals need not always be in the same place, but it will be necessary for them to communicate with one another when they discover their calculations or entries do not agree!

To illustrate the choices, we'll describe three common scoring strategies and discuss the costs and benefits of each.

• Site-Centered Strategy

• Who sums and averages the appraisers' scores?
  The DI Scoring Program sums each individual appraiser's scores for each challenge element.
• Who enters the scores into the DI Scoring Program and where do they do it?
  The appraisers can type their scores into the DI Scoring Program or an onsite computer operator can collect paper forms from the appraisers and type the scores into the DI Scoring Program. With this strategy, all scores are typed into the computer at the challenge site and then transferred to the scoring room electronically or with removable media.
• Which scores are entered into the DI Scoring Program?
  Each appraiser's score for each element of the challenge is typed into the DI Scoring Program.

  (See the score sheet)

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Costs and Benefits

Benefits

This method minimizes manual calculation and its resulting errors. Fewer people are required (no need to verify calculations or type data from paper forms). Scoring errors are detected at the challenge site, where they are most easily resolved.

Costs

This method requires many computers. Additional computer operators (or the appraisers) must be trained to use some features of the DI Scoring Program. Data collected at the challenge site (from one or more computers) must be transferred to the scoring room. The scoring room must utilize methods to merge the data from each challenge site into the DI Scoring Program.

• Detail - Central Score Room Strategy

• Who sums and averages the appraisers' scores?
  The DI Scoring Program sums each appraiser's scores for every scored element of the challenge.
• Who enters the scores into the DI Scoring Program and where do they do it?
  The scoring room team types each appraiser's score for each challenge element into the DI Scoring Program. In this strategy, the appraisers' score sheets are sent to the scoring room without being summed or verified at the challenge site.
• Which scores are entered into the DI Scoring Program?
  Each appraiser's score for each element of the challenge is typed into the DI Scoring Program by two different computer operators typically on two or more computers.

  (See the score sheet)

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Costs and Benefits

Benefits

This method minimizes manual calculation and its resulting errors. Fewer people are required (no need to verify calculations). Only two computers are required but more can be used for larger tournaments.

Costs

The scoring room team performs more data entry. Scoring errors that the DI Scoring Program detects (including those that might have been caught on site) must be sent back to the challenge site to be resolved. The challenge site team might have less confidence in the scores and the scoring process.

Tip!
You can modify this method by having an appraisal team organizer or number cruncher review the scores at the challenge site. The number cruncher would not sum or average the scores, but would verify that scores were valid and within range.

• Mostly Manual Strategy - Not recomended, removed from Score Program in 2014

• Who sums and averages the appraisers' scores?
  The number cruncher at the challenge site uses a calculator to sum and average the individual appraisers' scores for each element of the challenge, and then enters the combined scores for each element on a paper form.
• Who enters the scores into the DI Scoring Program and where do they do it?
  The scoring room team uses calculators to sum and average the combined scores for each element into a raw score for the team. Then, computer operators in the scoring room type the raw score into the DI Scoring Program.
• Which scores are entered into the DI Scoring Program?
  The hand-calculated raw score for the team.

  (See the score sheet)

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Costs and Benefits

Benefits

This method minimizes data entry. Only one or two computers are required.

Costs

This method maximizes manual calculation and, therefore, is much more prone to error. It relies on volunteers at the challenge site and in the scoring room to detect all invalid and erroneous scores and apply rules that are otherwise enforced by the DI Scoring Program.

Tip!
You can modify this method by having the number cruncher perform all calculations, minimizing the staff needed in the scoring room.

Be sure to discuss your selection with all of the people involved, especially if it departs from the strategy used in past tournaments.

When you have chosen a scoring strategy, either from the list of common strategies, or one that you have designed, make a note of it on your Planning Worksheet and check off the Plan your scoring strategy item.

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Design the Scoring Room

The scoring room is a vital part of any Destination Imagination tournament. The arrangement of the room with its supplies and computers, and the composition of the scoring team, depend upon the scoring strategy you selected during the Plan your scoring strategy task.

In this task, you must determine how many computers you need, how many people you need, and what the people will do. Then, work with the Tournament Director to make sure that you can locate an appropriate scoring room and find the necessary people and supplies.

As discussed in the Scoring Procedures section, the scoring room is a quiet and secure area, protected from noise, disruption, and interference. The room usually has at least two computers running the DI Scoring Program, a printer, and a copier. It might also have computers used to track people and paperwork.

To minimize errors, scoring rooms must have at least two computers and two computer operators entering each score. The chance of error is reduced significantly when two people are entering the same data in separate computers and then comparing their work. When computer operators are not used, that is, when appraisers type their scores into the DI Scoring Program, computers in the scoring room are used to collect data from different sites. Duplicating this task is also prudent.

But the element that makes or breaks a scoring room are the people. Nothing can replace the talent and effort of focused, meticulous, and dedicated volunteers. A scoring team usually consists of the following members.

Score Master

Manages the scoring room and the scoring team. Provides all supplies, including computers, installs and sets up the computers, and selects and trains the scoring team.

Paperwork Manager

Tracks scores and other paperwork entering and leaving the scoring room.

Score Checkers

In site-centered or detailed score room strategies, score checkers are optional but very helpful.  The score checker will verify that all the paperwork is complete and legible.  The checker also puts score sheets in order to speed up data entry for the computer operators.  In a mostly manual strategy, the score checker will recalculate and verify scores summed and averaged at the challenge site. Score checkers must be very familiar with the rules for scoring the challenges.

Computer Operators

Type scores into the DI Scoring Program, check scores, and print reports. The data entry team must be very familiar with the DI Scoring Program. A small regional tournament may only require two people for this task, but for a very large regional or affiliate tournament a good rule of thumb is 2 computer operators  for each 50 teams performing.

In a site-centered score room, the computer operators collect and combine data sent from the challenge sites electronically or on removable media. One common practice with site-centered is to do the first entry on site and the second entry at the central score room.

In a detailed scoring room, which receives unsummed values from the challenge sites, more data entry is required. This extra work might require additional computers and computer operators as indicated above.

Runners

A human link that connects the scoring room to the challenge sites. Runners carry paper score sheets, removable media, questions and answers, and supplies. In a site-centered scoring room where computers at the challenge site are connected to computers in the scoring room by a network, runners should be available to provide technical support. Optimally, there should be one runner assigned to each challenge site.

Number Cruncher

Number Crunchers are not typically used unless a mostly manual scoring strategy is used.  If used, number crunchers are located at the challenge site. Sums and averages the appraisers' scores, and then fills in the master score sheet or types scores into a computer. Depending on their tasks, number crunchers must be very familiar with the rules for scoring the challenge and with the DI Scoring Program. There must be at least one number cruncher at each challenge site.

Traditionally, the number cruncher is considered to be a member of the challenge team. However, in some strategies, the number cruncher is a member of the scoring team who represents the scoring team at the challenge site.

Number crunchers are not required when you use a site-centered strategy.  One or more computer operators directly enter scores into the score program.

Use the information provided above to decide what you need for your scoring room. Then, return to the Planning Worksheet and check off the Design the Scoring Room task.

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Design a Data Gathering Strategy

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
• On Paper and Computer Media
• On Paper and Network Files
• Publicize your Strategy

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.

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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.

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 RESCUE_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.

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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, DIzzy_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.

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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.

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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.

Select Methods for Checking Scores

"The scores must be accurate." This phrase might be the mission statement of the scoring room. To provide accurate scores, the scoring team checks and double checks, reviews and tests.

In addition, the DI Scoring Program provides three different methods for verifying scores. These methods can be used independently or together. It is important that you understand the costs and benefits of each method before you decide whether and how to use them.

• Range Checks
• Check Digits
• Check Scores Feature

In this task, you must make the following decisions.

• How should we configure range checking? Should the computer notify me of unusual scores, or just invalid scores?
• Should we use check digits? If so, how many?
• Should we use the Check Scores feature?

Range Checks

As you type scores into the score sheets, the DI Scoring Program automatically verifies that each score is within the range that the rules specify for that element. For continuous range scores (for example, 1 - 30), the range checker verifies that the score is between the minimum and maximum values established by the rules. For discrete value scores (0, 10, or 20) it makes sure that the score is one of the values specified by the rules.

In addition, the DI Scoring Program includes an optional feature that notifies the user when they enter a score that is unusual, although permissible, such as zero (0). This feature is turned on by default, but if it bothers your computer operators, you can turn if off.

The default mode for range checking causes each score entered to be checked before advancing to the next entry cell. An option also exists to defer this checking until you execute one of the functions causing the team's scores to be saved (Save, Next Team, Previous Team).

Experienced score entry personnel often work in a "head down" manner - in which they might not notice a score check message on the screen until several (or several dozen) subsequent keystrokes had been "wasted." Such folks might prefer to have any score check message deferred until the end of that team's score sheet!

For now, decide whether you want to keep the optional part of the range check feature. You will configure this feature later in the Perform "Normal" Range Checks task.

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Check Digits

As it totals the score, the DI Scoring Program also calculates a second value, called check digits, which are displayed at the bottom of each score sheet, as shown in the following image.

The check digits represent all of the letters and numbers that have been typed into the score sheet, including scores, membership name, and team number. The data entry person at one computer can compare the check digits on their score sheet to the check digits that the program calculated for the same score sheet on the other computer. If the check digits match, the data probably do, too.

To use the check digits, the computer operators can mark the check digits on the paper score sheet, or just announce them to each other as they work. Often, the check digits reveal errors that totals miss, and the check digits are a great way to catch errors in membership name and team number.

Additional sets of check digits exist for each appraiser's scores in Detail Score Sheet with Appraisers.

Other sets of check digits are calculated for each team - displayed in the appropriate challenge level windows and for each challenge level - displayed in the Tournament Summary Window.

If you are not using (or are not able to use) any electronic means to compare scores entered into one computer with those entered into another - that is, if you are not able to Automatically Cross-Check Scores - check digits provide a quick and easy way for two computer operators near to each other to simply read check digits from their screens back and forth to each other before any "final" scores are printed or released from your Score Room. If these digits do not agree exactly, you should look for some discrepancy.

The DI Scoring Program lets you determine the length of the check digits displayed. By default, the program displays three digits of the check sum it calculates. Three digits are very accurate and allow only a 1-in-1000 chance that score sheets with the same check digits include different values. However, you can increase the number of digits in a check sum up to six digits. Each digit that you add increases the accuracy of the check digits tenfold. Be careful, though, because longer check digits are more easily miscommunicated.

Also, if you are not using check digits, you can remove them from the form. This prevents the check digits from being mistaken for a score component or total.

Decide whether you want to use check digits, how you will use them, and how many digits should be displayed. You can configure this option later in the Set Check Digits task.

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Check Scores Feature

The Check Scores feature, which detects data entry errors, is one of the most widely used and appreciated features of the DI Scoring Program. It is designed for scoring rooms in which the same scores are entered into two separate computers. The Check Scores feature compares the scores from one computer with the scores on the other computer and reports any differences.

Check scores can be used at several different points in the tournament.

• Before entering scores. Use Check Scores to detect differences in membership names and team numbers.
• When scores for a team are complete. Use Check Scores to detect errors in scores for a particular team. (This is very useful if you suspect an error.)
• When scores for a challenge level are complete. Use Check Scores to detect errors in scores for that challenge level.
• When scores for the tournament are complete. Use Check Scores to detect errors in all scores. This check is essential before reporting any scores.

Decide whether you will be using the Check Scores feature and at which points in the tournament you plan to use it. Later, when you train your computer operators, make sure that they understand the Check Scores procedure and that they get a chance to test it before the tournament.

Now that you have reviewed the checking methods and decided which ones are appropriate for your scoring room, return to the Planning Worksheet and check off the Select methods for checking scores task.

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Now, continue with the remainder of the Before the Tournament tasks. The Install the Scoring Program task is next.