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Tournament Manager Manual – Page 1 Tournament Manager Manual This manual is a reasonably specific overview of many of the features of Tournament Manager, a database to help you with speech and debate tournament administration. Updated April, 2001. Disclaimer: This is not a program. It is a database. It only stores information that you enter. But it will also do some important calculations and give you needed printouts before the tournament begins. It is intended to help you with every tournament administrative need from "First Entry Received to Registration." It does not tabulate results - it will not pair debate rounds or panel speech rounds. It will not generate anything that is used during the tournament itself. There are a number of programs available for those purposes. However, those programs are not linked to this database - meaning that if you want to completely computerize your tournament to handle all of your entries as well as tabulate results, you may have to enter school, contestant, and judge information twice. In the long run, I hope to consult with Dr. Richard Edwards of Baylor University, who wrote the Tab Room on the Mac and the Tab Room on the PC programs, to solve that problem. Hopefully, enough schools will use this database to justify our exploring that possibility. Software Needed: A folder named "Tournament Manager" on your computer that contains the following files: TRN MGR.exe (the application that you would launch) TMSetup.gbm (stores the setup information for your tournament) TMEntry.gbm (stores the school and contestant information) TMLstLbl.gbm (stores the event lists, labels, tab sheets for each event) TMJudges.gbm (stores the judge assignments) Help file (part of the application to enable it to run smoothly) Hardware Needed: For PCs, it should be compatible with Windows 95 or 98. It has not been tested on anything more recent. For Macs, it should be compatitble with OS 8.x or OS 9. All of the files will appear when you extract the file TournMgr.exe from the web. The web address is newman.k12.la.us/malisg (do NOT type "www" in front of it). Limitations: The file is limited only by the number of events and rounds you offer. It is prepard to handle up to 25 individual speaking events, 6 team speaking events, 4 policy debate events, and 4 Lincoln- Douglas Debate events. It is also prepared to handle up to 20 rounds of competition (including elims). However, since the # of rounds is only used to handle judge assignments, then touraments that offer more than 20 total rounds can still get a lot of the other aspects of the database. To open the application: Double click on the icon for TRN MGR.exe (or just TRN MGR for Macs). This will bring you to a setup screen. Tournament Manager Manual – Page 2 TMSetup When you are ready to start entering information for your own tournament, click the Format New Files button on the first screen in TMSetup. Follow the directions from there. First screen: Enter the basic tournament information - name, location, etc. This is the information that will appear on various forms such as confirmation letters and receipts. Second screen: Enter abbreviations and full names for up to 25 individual speaking events: extemp, oratory, etc. It is necessary that your abbreviation be 2 or 3 characters. I recommend that you, if you are using "TRIEPC" or "TRPC" by Rich Edwards, use the same abbreviations. Third screen: Enter abbreviations and full names for up to 6 team speaking events such as duo or duet. Also, enter abbreviations and fulll names for up to 4 policy debate events and 4 Lincoln-Douglas debate events. Fourth screen: Enter the financial information. Enter in any school fee that each school pays regardless of size of entry. Enter in the cost of each individual and team speech event. Enter in the cost of each debate event. Enter in the drop penalties as well as the date on which those drops occur. Follow the instructions on the screen. Fifth screen: Enter the judge information. Enter in the ratios that your tournament requires as well as the cost of a hired judge, if allowed. Sixth screen: Enter the tournament schedule. This is only necessary if you will use the judge assignment portion of the database. If you plan on keeping track of judges via another method, then entering in the schedule is not necessary. Specifically, TRIEPC can handle the judge assignment portion - it will go through all of your judges that are available for a specific time and assign that judge to a specific event. Tournament Manager cannot do that - it will allow you to enter the specific event and then give you printouts that will help you and your judges. The information in the first three columns will appear in other sections of the database as you enter them. The fourth column is where you enter the round number. This means that if the first round of debate is on Friday at 4:00, then a line on this screen will read: Friday 4:00 - 6:00 Debate Round 1 1 The computer will read the number or letter (S for semis, for example) to help keep track of how many judges have been assigned. It is critical that is be accurate if your are counting on TMJudges to help manage your judge pools. Seventh screen: Tournament Manager Manual – Page 3 This screen is also only necessary if you are using TMJudges to manage your judge pools. The first column is identical to the third column on the previous screen - you may still edit the text you typed here. The next three columns is how you tell the computer what you mean by "Debate Round 1." If on Friday at 4:00, I was offering all divisions of debate and no speech, then I would enter: Debate Round 1 None None All (leave blank) If there are some time slots where some of the events in a category are being offered and not others - such as separating public speaking events from interp events at a particular time, a row here may look like: Interp Round 1 None None Some HI DI PR PO The last column is where you type the ABBREVIATIONS of all events offered in the category denoted by "Some." If you marked a category "All" then listing the specific events should not be done. It is also critical to separate abbreviations with a single space. This will be necessary for the computer to distinguish one event from another. Eighth screen: A few questions about the printouts that it may make. Will you publish contestant codes (each contestant is given a code that consists of the school code followed by a three-digit number)? If you print a school list, how should the state of the school appear? Should the school code appear? When complete, you should either begin entering your first school and its contestants or your first judge. Click the "Open TMEntry" or the "Open TMJudges" buttons. IMPORTANT: Every time you open the database, you will see the first screeen in TMSetup. These same buttons appear there as well. If you have already been through the setup process, then you would click either the "Open TMEntry" or "Open TMJudges" buttons. Tournament Manager Manual – Page 4 TMEntry The Main Menu is where all the buttons to do various things are located - entering new schools, editing school information, switching to screens that will handle the contestant and judge names, or finances, etc. Above the Main Menu buttons, you should enter in the information in the boxes requested. Each school MUST be given a unique school code - maybe letters or numbers. I recommend letters. If you are using TRIEPC to panel or section speech events and tabulate results, that program requires a 2 character school code (such as AB or GM). The same codes probably should be used in this database as well for consistency purposes. Click the "New School" button for each new school, even the first. IMPORTANT: All contestants MUST be entered as "first name last name.Ó If a contestant has two first names (such as Mary Rose), you need to hyphenate it. The database will read everything before the first space as Òfirst nameÓ and everything after it as Òlast name.Ó Individual Events Entries is where you type in the contestant names of those in IEs from each school. The order in which you enter them is irrelevant. Also, place an "X" in each event in which that contestant is competing. Team Events Entries is where you enter in Duo and Duet. The column of contestants is the same here as it is in the IE entry screen. If there are people competing in team speech events that are in no IEs, then merely add their names to the bottom. If some of the IE contestants are also in a team event, then add the X in the appropriate column. After the X, type in the partner's name. However, there should be only one X per team. For example, Greg Malis and Marc Kossover are both entered from Newman School. Greg will compete in HI and OO. Marc will be in Ext. However, we are also partnered in Duet Acting. The IE entry screen may look like: Ext OO HI Greg Malis X X Marc Kossover X The Team Event entry screen may look like: DA Partner Greg Malis X Marc Kossover Marc Kossover IMPORTANT: Notice that there is no "X" next to Marc's name under the DA heading. Since he is Greg's partner, the entry was noted next to Greg's name followed by Marc's name as the partner. Also, if Marc were in no other individual event (speech or LD), then his name would ONLY appear as a partner. It would never appear in the column of contestants. Debate Event Entries: Tournament Manager Manual – Page 5 If debaters are cross-entered in speech events, then their names would only appear. You may need to add at the bottom of the column of names those who are only in debate. Place the X's accordingly. For policy debaters, follow the same instructions for team speech events. Each debate team is to be denoted by only one X. Otherwise, the computer will think there is an extra team entered in the tournament. Judge Entries: Enter the names of the judges provided by the entered schools - last name, first name is appropriate here. The next column is where you enter in the events to judge and times available. These are only notes to yourself to remind you of where and when each should be assigned. The critical information regarding whether a school is bringing the right number of judges is the last four columns. The database has calculated the number of judges each school is SUPPOSED to bring based on the ratios provided in the setup screen and the entries just provided. Each judge is to be given a numeric value for each category that judge will be placed. If Scott McLeod is a debate only judge and available for the entire tournament, his row may look like: Name Events Times Avail IE TE CX LD McLeod, Scott All debate All rounds 1 I have just indicated that he is a full-time CX judge. If I want him to hear some CX and some LD, then I might enter: McLeod, Scott All debate All rounds .5 .5 If Scott is also judging speech (assuming that it's not at the same time as debate), I might enter: McLeod, Scott All events All rounds 1 .5 .5 The numeric values may exceed 1 if you wish. If you are allowing a school to bring less than what the invitation dictates and you are not going to charge them extra, then simply enter in values so the calculations at the bottom work out to what you want. Lastly, every time that a judge is entered on this screen, an entry in TMJudges is automatically made. You do not have to enter in your school judges twice. However, you would need to open TMJudges (a button to do that is on the Judge Entry screen as well as the Main Menu and the first Setup screen) in order to specify which events and which times the judge will be assigned. Entering Drops in any event: First, search for the school whose entry you are changing. You may do that by using the arrows on the main menu or click the button that reads: "Search for School." If you click the Search button, you can enter in basic information. You do not have to enter in all the data on the screen. The school code alone (if known) should be sufficient. The first few letters of the school name (if it doesn't match the first few letters of another name) should work. Hit the enter or return key when done typing in the search criteria. Tournament Manager Manual – Page 6 If you select the "Search All Schools" button, you also may want to designate a sort order BEFORE you scroll. Otherwise, they will be automatically sorted in the order in which they were ENTERED. Next, click the appropriate button to find the right events (Indiv Events, Team Events, or Debate) to process the drops. If the original entry fee is to be credited: simply remove the appropriate X next to the name of the contestant that is dropping. If the original entry fee is still to be collected: type in the DATE of the drop next to the X. The appropriate drop fee, as entered in TMSetup, will be charged and the word ÒDropÓ will appear on top of the X when you go back to the Individual Event, Team Event, or Debate Event entry screens. If a contestant is to be dropped in every event, then simply remove all the X's or put in drop dates next to every event. As long as that is done, the dropped contestant will never appear on any list and all counts will reflect the drop. Remember that removing X's means that the school never pays for the original entry. If you intend this, then remove X's. If some money will be owed for the original entry, then type in the Drop Date. If an entire school drops, you can mark the drops next to every event of every contestant. If you select the "Delete School" button on the Main Menu in TMEntry, every contestant and every school judge for that school will be deleted. If that school does not owe you any money, then you may want to do this. Be very careful. Deleting Schools cannot be undone. Viewing the Totals in Each Event: There are two ways to do this. If you want to just see the number of current entries (adjusted in the event of drops), simply click the "Event Totals Quick View" button on the Main Menu. This screen cannot be printed. If you want a complete list of each school, how many entries in each event and totals at the bottom, click the "Indiv Events Totals" or "Team/Debate Events Totals" button. You will see the list on the screen. Use the scroll bars if necessary to see what may not be in your monitor (such as the grand totals at the bottom). Click the print button if you wish a hard copy. Colums may have no heading at the top because the database is designed for up to 25 speech events, but you may be offering only 8. Confirmation Letters: After you have completed a school's entry, you may want to print the confirmation letter. Select this button on the Main Menu. You can use the arrows to scroll through the school to find the one you want. You can also follow the search instructions given previously in the section on processing Drops. After you find a school's confirmation, you may print just that school or print all schools. Viewing Financial Reports: Tournament Manager Manual – Page 7 Click the "Financial Information" button on the Main Menu. This will show you a break down of the numbers used to determine the total owed by a school. This is also how you enter in any payments that have been made. There are some more buttons on this screen. You may print the summaries as shown. You may view and print pre-prepared receipts to give each school at registration. You may print an overview of what all the schools owe with a grand total at the bottom. The Registration Walkthrough button will show you how many entries each school had initially (the ones for which they were charged) and also the number each school has now (accounting for drops) as well as line to enter in by hand additional drop fee assessed AT REGISTRATION. To enter payments made before or after the tournament, use the financial report seen after clicking the "Financial Information" button on the Main Menu. Use the boxes on the right to enter in payment information. Amounts entered in the last column will automatically be added together and then deducted from the Balance Due. If you have to enter in fees that were incurred AT REGISTRATION to get a more accurate record of what each school was charged, then click to the right of the text that reads "Regis Fee" A box should appear that will accept an amount of money. Enter in the appropriate amount. It will NOT print bills to be sent to school who have outstanding balances. You may print the Balance Due list, so you can word process bills or you can re-print confirmation letters which will also show the current Balance Due. Assigning Codes to Speech and Debate Contestants: If you want to manually assign speech codes, you can click the button ÒAssign Manual CodesÓ on the Main Menu. The Event List/Labels menu also has a button to click if you want to assign codes manually. An identical button also appears on the three contestant entry screens. You may scroll through school by school and type in the codes for each contestant (each contestant only gets one code - you cannot enter a code per event). Simply follow the directions on each screen. If you want to assign separate debate codes that will appear on pairings/postings/schematics, etc., you can assign them either by school or by event. From the Main Menu, the Event List/Labels menu, or the Debate Entry screen, choose the button(s) to assign debate codes. Follow the directions on each screen. Event Lists, Contestant Labels, Event Tab Sheets: Click the "Event Lists and Labels" button on the Main Menu. If you want a list of contestants or labels for a single event, click the small button to the right of the event's abbreviation. Other options will appear on that list. Those options include: printing the list, printing labels for paneling or sectioning by hand (designed to fit Avery 5160 or equivalent), and printing tab sheets to tabulate by hand. Registration Sheets or Master Contestant Lists: Tournament Manager Manual – Page 8 Click the "Event Lists and Labels" button on the Main Menu. The Registration sheet button will generate a sheet to give schools at registration to confirm who is currently entered in the tournament and also in what events. The master contestant list will give you a list similar to Registration Sheets, except for that each school is not on its own page. IMPORTANT: Each contestant is given a unique contestant code. It will only appear on the Contestant List if you answer the appropriate question in the Setup file with a "yes." Otherwise, the code will appear everywhere else - labels, registration sheets, master contestant lists, etc. School Lists: This will give you a publishable printout of all the schools that have entered. The questions on the Setup screen about publishing school codes or having state names appear apply to this screen. Select the sort order you wish (there are three options on the screen) and then print. Mailing Labels: If you want to print address labels, click the "Mailing Labels" button. These are fomatted to Avery 5160 labels or equivalent. They are available at any office supply store. Other brands with the same dimensions are available: You are looking for 30 labels per sheet, 1 inch by 2 5/8 inches per label. These are the same labels that are used to print Contestant Labels if you are paneling or sectioning by hand or to print Judge Labels if assigning by hand. Rich Edwards's Tab Room program uses these as well to print judge labels to go on ballots. I recommend purchasing a box of labels as part of your basic tournament supplies. Address, Phone, and Fax Lists: This will give you the ability to print out a simple list of the addresses, phone numbers, fax numbers, and email addresses of the entered schools. There are additional options to export this data to a standard text file. The exported text files should appear in the same folder as the other Tournament Manager files. However, I cannot guarantee that they can be imported back into email or fax address books. They are tab delimited text but they still may not convert easily or at all. Every program and computer are different in this regard. Searching for a Specific School: See the first paragraph in the Drops section of this manual. Tournament Manager Manual – Page 9 TMJudges This file manages the judges at your tournament. As explained in the Judge Entry section of TMEntry, all the school judges will automatically have a record in this file. The only new judges you will need to enter are all hired judges and community volunteers. The Judge Entry screen contains the buttons to navigate this file, as well as buttons to return to the TMEntry file or the TMSetup file if desired. IMPORTANT: This file will not automatically assign any judges. It will be necessary to manually assign judges to specific time slots. You may want to further specify an event that judge is to hear. Judge Input: Click the "New Judge" button for each new judge you wish to enter. Enter names with Last Name first so the alphabetical sorts will work. Include any school that a particular judge should not hear (hired judges or volunteers may have conflicts even though they are not representing that school officially). Ideally, the school code will automatically appear if the judge's school affiliation is a school entered in the tournament. On the right side of the screen are boxes to include more conflicts, if a judge should not hear several schools. The ÒGen. AvailabilityÓ and ÒEvents to JudgeÓ boxes are just text for you to enter. This will appear on any judge labels printed. More importantly, this is a guide for you when you assign a judge to specific events. Double check their assignment to what you entered to make sure they are consistent. You should also indicate if the judge is hired or a community volunteer. If the judge was initially entered via the TMEntry file on the Judge Entry screen in that file, they should already be marked as a school judge. If a judge is fulfilling a school obligation, he/she MUST be entered through the Judge Etnry screen in TMEntry, for that school to be properly credited. Judge Pools and Assignment: This screen allows you to enter specific assignments. The upper left corner should duplicate the information on the previous screen. The upper right corner shows the Gen Availability and Events to Judges that you entered as well. The additional boxes in the right corner are the Judge Values. These are not required to enter, but these also may help you assign judges properly. If their IE value is a 1, you have indicated that this is a FULL judge, so you may want to assign the judge to every IE round. If the judge is a school judge, these values should be entered already. These are the same values that you entered when you were entering the school judges in TMEntry. For school judges, be careful if you change these values. Remember that a school may be charged for hiring judges if the total of its judge values is less than what it should bring. The rest of the screen is where you specifically assign judges. The tournament schedule that you entered should appear here as well. If there is an error in the schedule on screen, you MUST return to TMSetup and make the changes there. You cannot change your schedule from this file. Tournament Manager Manual – Page 10 The column headed by "Available" is where you mark with an "X" in the boxes where the judge may judge an event. The column headed by "Assignment" is where you mark a specific event the judge should hear. If you are entering specific assignments, you MUST use the abbreviation you designated for that event. If you do not want to specify which speech event or which debate event a judge will hear, then leave these blank. The Assignment Sheet will reflect the specific events, if entered, or an “X” if marked available but no event was assigned. Entry Errors - a message will appear above the Available and Assignment columns if: 1. Assign a specific event without marking availability. 2. Assign an event that is not offered at that time. 3. Indicate Available with a character other than "X" Judge Pool Summaries: Click this button on the "Judge Input" screen to printout a list of judges available and assigned at a specified time slot or to view a count of judges available and assigned at a specified time slot. There are two buttons next to each time slot. The yellow button generates a printout of names and counts. The blue button generates a view of the count that cannot be printed. Judge Labels: This will print Avery 5160 labels or equivalent for every judge in the pool. The labels will contain the names, school conflicts, and the text entered in the Gen. Availability and Events to Judge boxes. No availability X’s or specific events to judge will appear, since it’s assumed that these labels will be placed on cards, for judges to be manually assigned during the tournament. Master Judge List: This will show a list of judges and the specific assignments. If Scott McLeod was assigned to judge the second round of CX and the third round of HI, his row may look like: McLeod, Scott (school conflicts) (hired/comm/school designation) CX2 HI3 Changing judge information after inputted: On the Judge Input screen, you may click the button for "Search All Judges" and then "Sort Alphabetically." Use the arrows to scroll through the database to find the desired judge. Or you may click the "Search for a Specific Judge" and then type in the last name of the desired judge in the Name box. Hit the Enter or Return key after the search criteria have been typed. A few more words about the School Judges: There may be judge records with NO NAME. This is perfectly OK. If a school was entered but is hiring EVERY judge they are to provide, then there will be a blank record that contains a school name but no actual judge name. Just ignore these if you come across them. Don't put in a name and don't mark any X's in the Availability columns for that judge. Do NOT enter a School Judge by clicking "New Judge" in TMJudges. If you were to do that, then that judge will not count towards that school's judging obligation although you can assign him/her Tournament Manager Manual – Page 11 to specific rounds. You MUST enter all school judges on the Judge Entry screen WITHIN TMEntry. After that, you may open TMJudges, search that specific judge and proceed with his/her assignment. If a judge was initially marked as hired or community or school but needs to be changed to another type of judge, the only way to do that is to DELETE the judge first. Then, if he/she is now a school judge, you can open TMEntry and enter that judge in the Judge Entry screen for the desired school. After that, re-open TMJudges, search for the specific judge, and re-enter the availability and assignment. If he/she is now a hired or community judge, then you can open ÒTMJudgesÓ and re- enter all the data. The only exception to this is if a judge is switching from community to hired or vice-versa. In that case, you only need to change the mark on the Judge Entry screen within TMJudges. Tournament Manager Manual – Page 12 General Notes about All Files Backing Up Data Files: I have not finished the backup procedures to safely store data on a disk. The best way to do it now is to Exit all TM files and find where on the computer the files are located. You may want to drag each file to a disk. The ones that need to be copies are TMSetup, TMEntry, TMLstLbl, and TMJudges. However, the files may be too large for a single disk. Placing them on separate disks may be necessary. If you have a compression program such as WinZip and Stuffit, you may want to save the compressed files to a disk and then extract them if necessary. If you have access to a Zip drive or CD-R, you can copy the entire folder called Tournament Manager to a zip disk or CD. Additionally, copying the Tournament Manager to another place within your hard drive may be a good idea as well - just be careful that you don't confuse it with the original. Exiting the Program to do something else: Unlike other applications, you cannot just go up to the File menu and select Exit (Windows) or Quit (Macs). There are a few places in the database that have a "Exit All TM Files" button: TMSetup's first screen, TMEntry Main Menu, and TM Judges Judge Input. Saving data: The application used to create the database has an auto save feature. There is no need to stop mid- entry and save what you have done thus far. However, you may want to make a backup of the data to a disk in case something goes wrong with your computer. See the "Backing Up Data" section. Copyright Information: The files called TMSetup, TMJudges, TMLstLbl, and TMEntry are owned by Gregory B. Malis of Isidore Newman School in New Orleans. However, you may distribute these files royalty-free to anyone. I am not in the computer software business, since I don't want my accountant (my father) to deal with the tax issues. They are made available to you by use of the programs called FileMaker Pro 5.0 and FileMaker Pro Developer 5.0. Both are copyrighted by FileMaker Pro, Inc. Credits: This database is another step in a 5-6 year process to handle pre-tournament management. There are a few people who have helped me along the way. Kandi King of Churchill High School in San Antonio was my partner when we both coached at Clark High School in San Antonio. The first version of this database was written to manage that tournament. Many of the features, particular the handling of drop fees, were added because of her suggestions. I have lots of things to thank her for since I met her in June, 1992, but this manual may not be the most appropriate forum to do that. Marc Kossover is a colleague and friend of mine at Isidore Newman School in New Orleans. His advice on the design of the database itself was invaluable - he helped me work out some of the syntax on many calculation formulas as well as some of the other automated features throughout these files. Other specific suggestions about the assignment of codes and the printing of cross-entries came from my colleagues in Louisiana, such as Cheryl Gilmore of Acadiana HS, Scott Johnstone of St. Tournament Manager Manual – Page 13 Thomas More HS, Randall Domingue of Comeaux HS, and Lisa Grills of New Iberia Sr. HS. They used the database at their tournaments, so their suggestions are invaluable. Designing the database so it would work well on both Macs and PCs could not have been done without the help of my best friend. He happens to be a computer teacher at St. Lambert's School in Skokie, Illinois. He also happens to be my brother. Thanks, Gordy. This database is available on the web. I need to thank the computer people at Newman School. Ryan Therrell and Cathy Greensfelder left Newman at the end of the 1999-2000 school year, but shortly before then, I was standing by their desks often with a variety of questions. The bottom line is that I know very little about computers. I know how to design a database with a specific program called FileMaker Pro. The aforementioned friends and professionals helped me from there. Contact: Call me, email me, fax me. I want to know if you have having problems. I want to know if it worked well. I want to know if you have ideas and suggestions to improve these files. If you don't know how to do something, ask. Here's how to get a hold of me: Greg Malis Isidore Newman School 1903 Jefferson Ave. New Orleans LA 70115 School phone: 504-896-8518 Home phone: 504-891-9734 School fax: 504-896-8597 email: firstname.lastname@example.org I hope this helps you.
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