Get documents about "“Running” a DI Score Room - New Hampshire Destination ImagiNation
Document Sample
Texas State Challenge Master’s
Training Jan 9, 2010
Steve Donley
Liberally plagiarised from many experts including
Al Simons, Ben Thomas & Judi Roberts
Updated 1/5/2010
Primary Goal
• The primary goal of a DI Score Room is to
provide the announcer at the conclusion of a
tournament with an accurate list of place
finishes for the teams that competed at that
tournament.
• Help keep the tournament running smoothly
• And to get everyone home at a reasonable
hour
Updated 1/5/2010
Secondary Goals
• Produce scores that can be posted or
distributed for teams to review after the
tournament
• Produce a synopsis of the results that can be
posted on a website or released to the media
• Produce a historical record of the tournament
• Give people who like working behind the scenes
an opportunity to participate in the DI program
doing something they enjoy
Updated 1/5/2010
Disclaimers
• Additional Detailed documentation and planning
guides are at http://www.nh-di.org/discoring/docs
• There are many possible ways to run score
rooms; this is primarily based on experiences in
NH, MA,CT & TX
Updated 1/5/2010
The Score Master
• Team player, detail-oriented, computer literate,
technically capable, general knowledge of the challenges,
difficult to fluster, good communication skills
• Needs to be involved early just as any other challenge
master
• Should become a member of discoring egroup
• Define the score room policies and procedures
– Review with your RD and Tournament Director to
make sure they agree and support
• Collect the hardware and software needed to score the
tournament, well before the tournament date
• Lead the training of the score room personnel
Updated 1/5/2010
Challenges
& Texas Colors
• A: Direct Diposit Orange/Salmon
• B: DI-Bot Yellow
• C: You’re Gonna Flip! Blue
• D: Do or DI Pink/Red
• E: Breaking DI News Green
• PO: Band Together! Grey
• IC Purple
• Score room Black
• Rising Stars! White
• DI eXtreme Burgundy
Updated 1/5/2010
The Score Room’s Role in
the Tournament
• In many ways, the score room is the “nerve
center” of the tournament
– It has the best overall view of how the day is flowing
– Can provide early notice of any trouble spots to TD
• Score master has to communicate with
everyone
– Tournament, Affiliate, Regional Directors
– Challenge Masters
– Head Appraisers
– Score room personnel
Updated 1/5/2010
To Crunch, or
Not To Crunch?
• Number crunching is the single most error
prone step of working with scores
• Also labor intensive, since has to be done again
in the score room (people make mistakes)
• We recomend not using number crunchers in
Team Challenge and IC at all!
• DI scoring program supports entering all the
appraisers’ scores directly into the computer:
“Detailed with Appraisers” (DWA) mode for
both Challenges and IC
Updated 1/5/2010
SCORE PRGRAM BASICS
Updated 1/5/2010
Score Sheet Considerations
Challenge A, DIrect Deposit:
Score sheet package has an update to fix a small problem on the Optional
Appraiser Worksheet, make sure you have the final version.
Challenge has a scoring element based on the amount of time remaining
after the presentation concludes. The Appraiser packet recommends that
Appraiser teams use countdown timers when timing this challenge.
The Appraiser score sheet has spaces to record the remaining minutes and
seconds, and then also a space to record the remaining time in seconds.
The scoring program has the ability to enter the remaining time as minutes
and seconds, or purely as seconds.
If your tournament is using Detail mode scoring, recommendation is to have
your appraisers ignore the field in the right hand column which is straight
seconds, and only enter the time remaining in minutes and seconds.
Then the time in seconds can be calculated by the program. This avoids
a source of possible error.
Challenge E, Breaking DI News:
There are real scores (3b and 3c) on the Prep Area Sheet. Since this sheet
normally does not contain scores, the Prep Area Sheet frequently gets
short shrift in the score room... not this year!
Updated 1/5/2010
DI Score Program:
New Features for 2010
• DI eXtreme regional and affiliate challenges will be supported in the score
program.
• Preferences simplified... removed several items from the Preferences
screens, to try to make the program more straightforward to use. Score
Team believes that these are items that no one was using, and were just
in the way.
– Advanced checkbox and supporting menus removed. These are
replaced by the merge wizard and are not needed anymore.
• Backups enhanced... There are two changes for backups.
– Backup directories are now "named" with the date and time at which
the backup was taken, instead of a simple generation number, with
the directory named "1" always being the most recent backup.
– You can now specify multiple backup directories, for instance onto a
stick and across the network to another machine in the score room.
• Many bugs fixed! Please keep reporting anything you think may be a
bug...
Updated 1/5/2010
Summary Mode
• Requires the least data
entry and computer
power
• Number Cruncher
computes the raw
scores
• Computer scales the
final results and prints
them
• This is the way Instant
Challenge works
Updated 1/5/2010
Detail Mode with Appraisers
(Recommended)
• The mode we encourage
• Results in fewest errors
• Requires data entry of all
appraisers’ scores
• No Number Cruncher
needed (Appraisal team
Organizer instead)
• Computer verifies ranges
– Verifies appraiser agreement
for objective scores
• Computer calculates it all
• Computer scales the final
results and prints them
Updated 1/5/2010
DwA Logistics
• Number cruncher is optional
– Does NOT remove need for a person, the role just changes.
– “Appraisal Team Organizer or Paper Work Manager”
instead
• Eliminates ALL score calculation errors
• All scores entered into program twice
• Team Manager and Head Appraiser score
sheets printed for the challenge room
• Master Sheet also printed to travel with the
Packet (no multipart Master Sheets needed)
Updated 1/5/2010
DI Scoring Team Axiom
• People make errors
– range errors
– math errors
– data entry errors
• To catch the errors, every action needs to be
done twice and compared for the same
answer
• If you don’t believe us, spend a day in a score
room; you will be convinced
– In a perfect world, all Tournament Directors, Challenge
Masters and Head Appraisers should do a tour in the
score room
Updated 1/5/2010
How should you organize and run your
score room?
• There are almost as many ways to run a
successful Score Room as there are Score
Room Challenge Masters.
• 4 Typical Methods (read on for the gory details)
– Classic - Number crunchers
– Centralized
– Distributed
– Hybrid
Updated 1/5/2010
Classic
• Number Crunchers at Site fill out multi-part Master
Sheet. Send packets to Score Room.
• Score Room uses more Number Crunchers to verify
(2nd check)
• Computer Operators use Summary Mode to enter
scores into program on 2 different computers to cross
check for data entry errors
– Use Summary Mode
• Advantage
– Minimal computer equipment needed
• Disadvantage
– Prone to math, rounding, range errors
– Time consuming to fix major changes
– Cost for printing multipart Master forms
Updated 1/5/2010
Centralized
• Packets created at site then sent to the Score Room for all
calculations.
• Score program run in Detail Mode with Appraisers. All scores
entered twice with different Computer Operators on different
computers.
• After entry, a Team Manager and Head Appraiser copy of the
Master Sheet is printed and returned to the challenge site.
– Use Detail Mode with Appraisers
• Advantage
– No Number Crunchers, no math errors, data entry errors are quickly found
and corrected. Central control, score room can react quickly if packets get
held up. No need for multipart master form.
• Disadvantage
– Does not work well with multiple remote sites. Can be delays getting
packets back to site. May be more packet traffic between sites and score
room.
Updated 1/5/2010
Distributed
• 2 computers at each site. Computer Operators at each site enter
scores twice and check against each other automatically.
• Master Sheets and packets are sent to the Score Room after
complete.
• Score Room merges results from each challenge site to create
overall tournament results.
– Use Detail Mode with Appraisers
• Advantage
– No Number Crunchers, no math errors, data entry errors are quickly found
and corrected. Very quick turn around on any errors. No packet hold ups. No
need for multipart master form.
• Disadvantage
– Minimal Score Room oversight. All data entry and checking is done at the
site, can be noisy, distracting and pressured by appraiser team. Need multiple
computers for sites and a summary computer in Score Room.
Updated 1/5/2010
Hybrid
• 1 or more computers at each site.
• Appraisal Team Organizer checks all entries for legibility and
completeness.
• Computer Operator enters results once, then prints a HA & TM copy.
These are marked Preliminary / Unverified. Packet and a Score Room
copy are sent to Score Room to be checked and entered for the 2nd time.
• Results are cross checked by checksum and electronic means (Floppy or
Flash drive).
• Score Room completes the tournament summary.
– Use Detail Mode with Appraisers
• Advantage
– First entry done at the site for quick detection of appraiser errors and turnaround of
questions. Minimizes packet travel. Computers at site and Score Room eliminate math
errors. 2nd entry done in controlled environment. No need for Multipart Master form.
• Disadvantage
– Requires more computer equipment. Team Manager copy printed before 2nd entry.
– Cross checks require use of checksum or a floppy/flash drive.
Updated 1/5/2010
Score Room Methods
Quick Reference Guide
Method Advantages Disadvantages
Classic – Number Crunchers at Site fill out multi-part Master Sheet. Send packets to Minimal computer equipment Prone to math, rounding, range
Score Room. Score Room uses Number Crunchers to verify then uses Summary needed errors. Cost for printing
Mode to enter scores into program multipart Master forms
Use Summary Mode
Centralized – Packets created at site then sent to the Score Room for all calculations. No Number Crunchers, no Does not work well with
Score program run in Detail Mode with Appraisers. All scores entered twice by a least math errors, data entry errors multiple sites. Can be delays
2 Computer Operators on different computers. After entry, a Team Manager and are quickly found and getting packets back to site.
Head Appraiser copy of the Master Sheet is printed and returned to the challenge site. corrected. Central control, May be more packet traffic
score room can react quickly if between sites and score room.
Use Detail Mode with Appraisers packets get held up. No need
for multipart master form.
Distributed / Site Centered – 2 computers at each site. Computer Operators at each No Number Crunchers, no Minimal Score Room oversight.
site enter scores twice and check against each other automatically. Master Sheets and math errors, data entry errors All data entry and checking is
packets are sent to the Score Room after complete. Score Room merges results from are quickly found and done at the site, can be noisy,
each challenge site to create overall tournament results. corrected. Very quick turn distracting and pressured by
around on any errors. No appraiser team. Need
Use Detail Mode with Appraisers packet hold ups. No need for computers for both site and a
multipart master form. summary computer in Score
Room.
Hybrid –computer at one or more sites. Appraisal Team Organizer checks entries for First entry done at the site for Requires more computer
legibility and completeness. Computer Operator enters results once then prints a HA & quick detection of appraiser equipment. Team Manager
TM copy. These are marked Preliminary / Unverified. Packet and a 3rd master copy errors and turnaround of copy printed before 2nd entry.
are sent to Score Room to be checked and entered for the 2nd time. Results are cross questions. Minimizes packet
checked by checksum and electronic means (Floppy or Flash drive). Score Room travel. Computers at site and Cross checks require use of
completes the tournament summary. Score Room eliminate math checksum or a floppy/flash
errors. 2nd entry done in drive.
Use Detail Mode with Appraisers controlled environment. No
need for Multipart Master form.
Updated 1/5/2010
Paperwork Flow - Central
Appraisers
Appraisers
Appraisers
Challenge
Appraisers
Appraisers Sites
Head Appraiser
Appraisal Team
Organizer
Team Manager
Runner
Logs all
Time(s) In
Gate Keeper Time(s) Out
Results TM, HA
Score Room
Checker
Final Score
storage area
Data Entry 1 Data Entry 2 Paper Work Manager File Manager
Updated 1/5/2010
Paperwork Flow - Hybrid
Appraisers
Appraisers
Team Manager
Challenge
Appraisers
Appraisers
Appraisers
Sites
Head Appraiser
Appraisal Team
Organizer
Checker Data Entry 1
Runner Check digits and / or USB Flash
Drive electronic check
Logs all
Gate Keeper Time(s) In
Time(s) Out
Score Room
Checker
Paper Work Manager File Manager
Data Entry 2 Final Score
storage area
Updated 1/5/2010
Central Score Room Sample
Layout
Gate Keeper
Score Room
Check In Printer / Copier
Data Entry 1 Data Entry 2
Checker
Tournament
Master
Data Entry 1 Data Entry 2
Final Score
Data Entry 1 Data Entry 2
storage area
Updated 1/5/2010
Paper Flow Suggestions
• Check-in
– Log each score packet into the score room, with time
– Program can print log sheets to help
– Check-in program also available from the scoring website.
• Verify crunchers' math if using crunchers
– Can be done by another person using calculator, or
– Can be done by Detail with Appraiser mode in Score
Program
– Always double check structure weights
• Data entry
– Twice, to ensure there are no data entry problems
Updated 1/5/2010
Paper Flow Suggestions (cont)
• Return incorrect packets for corrections
– Flag packet with a red sticky dot
» Highlights need for immediate action by head appraiser
» Lets the score room expedite it on return
– Any time an appraiser’s intention is not crystal clear
– Must be logged out, and then back in, with times
– Can fix math errors in the score room, but notify the
challenge room Head Appraiser
– Range errors, etc., get returned to challenge room
• File score packets for easy retrieval
– Count on having to retrieve at least one packet for rework
late in the day, when things are already hectic
Updated 1/5/2010
Making up the Score Packet
• Team label on the upper left corner of envelope Label
Status Dots
• Please put the papers in this order—it really helps
– Deductions worksheet
– Weigh-in sheet (Structure only)
– Weight held sheet (Structure only)
– Appraisers sheets
» In alphabetical order
– Prep area sheet
– Everything else last
» No score-relevant information
– Stickies on the special stickies sheet stay at the appraisal site to give back to
Team manager with team scores
» ONLY positive comments! Trash inappropriate ones…
Updated 1/5/2010
Humorous (not!)
View of the Process
• Packet comes in • Find mis-typed number
• Papers from wrong team • Print/send scores for HA / TM
• Packet goes out/comes back • HA changes score
• 1 st machine finds mismatched • Reprint / send
objective scores • Finish challenge level
• Print scores for announcing
• Packet goes out/comes back
• HA appears, asks for all scores
• 2 nd computer notices missing
• Changes all scores
deduction explanation
• Re-enter all scores
• Packet goes out/comes back
• Reprint…
• Cross check fails
Every one of these events has occurred. Fortunately, no more than two-thirds have ever occurred for the same team...
Updated 1/5/2010
Minimum Score Room
Staffing
• 1 Score room leader (optional: 2nd/co-leader)
• 2 data entry people for every 50 teams
• 1 Paperwork Manager
• 1 utility infielder
– paperwork checkin/out
– check IC score and structure weights calculations
– score packet filing
• Site
– Appraisal Team Organizer or Number Crunchers
» 1 per TC challenge room
– 1 or More Computer Operators / Challenge (Depending on Challenge
Size and Location)
• Score runners
– 1 per TC challenge room
• Optional, but highly recommended
– 1 Score Checker / Challenge
– 1 or more Techie guys to setup equipment and answer the normal help
calls. Note: these guys are usually easy to find and really enjoy helping!
Updated 1/5/2010
Score Runners
• Often not thought of as “score room” personnel
• Critical for a smooth running tournament
• Try for one per challenge room
– Avoids the “closed door” syndrome
Updated 1/5/2010
Miscellaneous thoughts…
• Supply computers or calculators, require their
use!
• Outlaw staplers in challenge rooms
– Some would also include paper clips and pencils with
erasers … we may use pens this year!
• Provide 9 x 12 manila envelopes to store and
transport each team’s TC paperwork
– Safe, secure, easily filled
• Use pre-printed labels on all team paperwork
– Print the labels from the same database you create the
scoring files from, so they’re consistent
Updated 1/5/2010
Scheduling of Awards
Ceremonies
• Leave adequate time after the last competing
team; we prefer at least 1 hour 15 minutes from
last team start
– Performance runs 8 to 10 minutes
– 10 minutes for appraisers to work with the kids and fill out
forms
– 15 minutes to process in score room and return verified
scores to challenge room for the TM.
– TM has 30 minutes to review and potentially request
Dialogue
– And rooms occasionally run late!!!
Updated 1/5/2010
Scheduling The Tournament
• DIschedule by Chuck Bowler
– Utilizes a .csv file of your teams to help you schedule teams
and rooms. Can be the same file you normally use as input
to DI Scoring program
– Enforces times between IC and TC
– Highlights when a Team Manager has conflicts with multiple
teams
– Exports a file that can be used as the input to the DI Scoring
program
– Takes a little effort, but is a BIG improvement over manual
scheduling
– More information: http://www.njdi.org/apps/Schedule.html
Sign up for Yahoo group on DI Tournament Scheduling
by sending a blank e-mail to
mailto:dischedule-subscribe@yahoogroups.com.
Updated 1/5/2010
Optional Score Room Tasks
• Printing place certificates
• Printing special awards (DaVincis, etc.)
• Preparing results for the media
• Posting scores for viewing
• Other score distribution
Updated 1/5/2010
For More Info
http://www.nh-di.org/discoring
http://www.nh-di.org/discoring/docs
http://www.nh-di.org/discoring/training
Destination ImagiNation scoring discussions, including questions
about and problem reports for the scoring program should occur
on the discoring@dionline.org email list.
To use this list, all Score Masters must be registered with DI
Headquarters.
Registration on the list is completely automated. Only people
registered as Score Masters can be subscribed.
This is a change from last year!
Updated 1/5/2010
DI Scoring Program-Specific
Information
More information at
http://www.nh-di.org/discoring/docs
Updated 1/5/2010
What Hardware???
2 Data entry computers per Challenge
Number varies by number of teams
– Per 100 teams for Summary mode
– Per 50 teams Detail with Appraisers
– Always in pairs
• Laptops work great ( built in battery backup)
• Windows 2000 or more recent
• Pentium-class, 1Ghz or better
• 256 MB memory for Win 2000, Win XP, 1GB
Vista & Win 7
Updated 1/5/2010
What Hardware (cont)
• AntiVirus Software installed and current
• Administrative access (need to be able to install
program and printer drivers) Make sure to
check out school computers before use!
• 80 MB Free disk space
• 1024 x 768 (or better) monitor recommended
unless using summary mode
• REAL keyboards and mice!!
– People who are skilled on “10-pads” hate
laptop keyboards
Updated 1/5/2010
What Hardware (cont)
• Two printers
– One per computer or challenge if no network
– Two minimum, even with network
• Other possible equipment
– Access to a copier
– Check-in computer
– Certificate printing computer
– Master computer for backups and to merge results
• Macs are supported!
– OS-X required; see the discoring web site for more detailed
information.
Updated 1/5/2010
More about hardware
• Why 2 sets of hardware?
– Each step has to be done twice by different
people to guard against errors.
– An old Irish Proverb: “If something can
possibly go wrong, it will, 15 minutes before
the awards ceremony” (apologies to Murphy).
• Extras: Don’t leave home without them!
– Printer cartridges, toner, paper, extension
cords, power strips, USB keys, highlighters…
Dark Chocolate!
– Soft copy of all forms used in the tournament
so extras can be printed if needed
Updated 1/5/2010
Before Tournament Day
• Create the schedule in CSV format, save it on a
USB memory key.
• Always, always, always, try out the program
– On the hardware you’ll be using
– With your data
– Before the tournament!!!
– Then reload the machine with fresh data files when you
know everything’s OK
Updated 1/5/2010
Tips & Tricks
• Consult the considerable documentation
– written by a professional
– there are topics for tournament directors and score room leads
– covers preparing to score, running a score room, using the program,
scoring rules
• Don’t use under powered hardware!
• Run a sample tournament in as much detail as possible before
the real thing!
• Create your schedule in Excel or DIschedule
– export it as comma separated values (save as csv)
– easy to import into the scoring program
• Print labels for your appraisers from same data
– saves the appraisers time, reduces errors and eye strain
• Join the DI Scoring egroup
• Practice using quick search with the team number and train
your computer operators using it. It’s much faster and more
accurate then using team names!
Updated 1/5/2010
Backup Slides
The main presentation stops here.
Information after this point is provided for people
who want more information about the details of
using the DI-provided scoring program.
Updated 1/5/2010
Entering Teams
• For more information:
http://www.nh-di.org/discoring/docs/plandata.htm
• Easiest to use Excel or other spreadsheet
– Save the file as “CSV”; all spreadsheets can do it
• First row is header, then one row for each team
• Up to 10 columns (4 required)
– Challenge – Town (opt) – TM Name(s) (opt.)
– Level – Team Chal Time (opt.) – Team Name (opt.)
– Membership Name – Instant Chal Time (opt.)
– Team Number – Competitive Y/N (opt.)
Updated 1/5/2010
Sample Spreadsheet
Updated 1/5/2010
Scoring Modes
• The DI-supplied scoring software can be used in
several different ways.
• With your Regional Director and Tournament
Director, decide what way works best for your
tournament
• Modes
– Detail Mode with Appraisers (DwA)
– Detail Mode
– Summary Mode
Updated 1/5/2010
Setting up Tournament
Preferences
• Use to set up
options for your
tournament
Updated 1/5/2010
Setting up Tournament
Preferences
• Setting up backup, check and
merge directories
• New - allows Backups to
multiple sources
Updated 1/5/2010
Setting up appraisers - Sample
Appraiser Assignment Form
•Get TC CM’s to fill out the week before with best estimate
•Plan to update the morning of the Tournament
Updated 1/5/2010
Setting up Appraisers
Best to assign a single appraiser
for entering Other Deductions!
Updated 1/5/2010
Drilling Down to Enter Scores
• Scoreboard for the
tournament
– number of teams
– number whose
scores are
incomplete
– when they should
finish
– when the scores
were printed
• Drill down to a
challenge level
Updated 1/5/2010
All Challenge Level Window
a VERY useful tool!
Use with Quick Search!
Updated 1/5/2010
Drilling Down to Enter Scores
• List of teams in a
challenge level
– performance time
– status
» being
scored?
» TC done?
» IC Done?
• Drill down to enter
scores
Updated 1/5/2010
Detail Mode with Appraisers
• Results in fewest errors
• Requires data entry of all
appraisers’ scores
• No Number Cruncher
needed (score room
liaison!)
• Computer verifies ranges
– Verifies appraiser agreement
for objective scores
• Computer calculates it all
• Computer scales the final
results and prints them
Updated 1/5/2010
Error Checking
Updated 1/5/2010
Instant Challenge
• IC Scores can be calculated by the score
program again this year.
– 1st Set instant challenge to be used
– Note: No information about the challenge is shown in
the score program. Preserves IC confidentiality
– The rest works just like Team Challenge.
Updated 1/5/2010
Score Room Networking
Layout
Score Room
Backup
Merge
Data Entry 1 Data Entry 2
Printer / Copier
Tournament
Master
Data Entry 1 Data Entry 2
Data Entry 1 Data Entry 2
Switch Router
Updated 1/5/2010
Advanced Topics
• Setting up Merge
Angle Cooperation Instinct PrivateDI ViDIoLite IC
Master
Updated 1/5/2010
Merge
Updated 1/5/2010
Merge Continued
Updated 1/5/2010
