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SWIMS Workshop for Registration/Times

SWIMS Workshop for Registration/Times. Greensboro, NC September 15, 2005. Overall Flow Registration/Times. Registration Procedures. Club maintains their athletes in a database Club exports registrations from database to LSC Registrar. If electronic file is sent, SWIMS compatible format is:

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SWIMS Workshop for Registration/Times

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  1. SWIMS Workshop for Registration/Times Greensboro, NC September 15, 2005

  2. Overall FlowRegistration/Times

  3. Registration Procedures • Club maintains their athletes in a database • Club exports registrations from database to LSC Registrar. If electronic file is sent, SWIMS compatible format is: • SDIF • COM link • XSDIF • Club sends electronic file to LSC Registrar. LSC Registrar saves the electronic file in a “Pending” folder awaiting hard copy and fees. • Clubs send through regular mail the printed copy, fees and any other documents required for registration (i.e. birth certificates, transfers, etc.) • LSC Registrar uploads the club electronic file into SWIMS holding tank and corrects any errors • Pre-screen against SWIMS happens prior to records entering holding tank • Problem records are flagged (club affiliation, renew/new transactions) • LSC Registrar releases (approves) records to SWIMS • Any “change” records completely replaces what is in SWIMS • Possibility of multiple records for same member in SWIMS

  4. Reconciliation compares the swimmer to the SWIMS database and identifies the following errors in an exception report: Swimmer not registered Swimmer ID does not match Swimmer club code does not match Reconciliation

  5. Why Reconcile? • Each swimmer in SWIMS has a unique ID which is used for all functions related to that swimmer • The swimmer’s ID is established when the swimmer is registered – it is based on birthday and legal name • If the ID does not match between a meet entry and SWIMS registration record, the member may not be found when the Times get uploaded after the meet

  6. Ways to do Reconciliation • Meet Entry compared against SWMS • LSC registrar receives meet entry file from Meet Host • LSC Registrar sends Registration file (RE1) to Meet Host • Club database compared against SWIMS • Club registrar send SD3 file to LSC Registrar • LSC Registrar send RE1 file to club registrar

  7. Sample Meet Recon ReportSWIMS USAS IDLast Name First NameGender ClubLSC Member not found in database. Uploaded Record: 012291BREATHOM Thomas Brett M LSSC LE SWIM Record: The member's registration is expired. Uploaded Record: 082984MEGBMCLA McLaughlin Megan F CCS LE SWIM Record: 082984MEGBMCLA McLaughlin Megan F CCS LE Found member by name but not by USASID. Uploaded Record: 032590JOEAROOF Roof Joseph M CCS LE SWIM Record: 032590JOSAROOF Roof Joseph M CCS LE Member not found in database. Uploaded Record: 072284STERROOF Roof Steve M CCS LE SWIM Record: Found member but club codes did not match. Uploaded Record: 033088ANDCSTEP Stephon Andrew M CCS LE SWIM Record: 033088ANDCSTEP Stephon Andrew M UN LE

  8. Sample Meet Recon ReportMeet Software 1 Lownes, Charlie H (USC-LE) Sex: M 032765CHAHLOWH - Matching ID not found 2 van Lier, Christina J (USC-LE) Sex: F Last name mismatch (VANLIER) 3 Chapman, Katie J (VSC-LE) Sex: F 083088KATJCHAP - Matching ID not found 4 Gallagher, Micheal R (LRST-LE) Sex: M 060371MICRGALL - Matching ID not found 5 Kuhner, Marg J (LRST-LE) Sex: F Last name mismatch (KUHNEN) 6 Popovic, Christopher J (LRST-LE) Sex: M Team mismatch (UN)

  9. When to do Meet Reconciliation • Can be done: • Before the meet (Pre-Recon) • After the meet (Post-Recon) • Both • Recommendation – Pre-Meet or Both • Resolve problems before the meet

  10. Club Database Reconcililation • Can be done anytime • Two ways: • Club exports a SD3 file to be sent to LSC Registrar to be run against SWIMS, producing a report like the meet entry one • LSC Registrar send an RE1 file to club registrar which produces an exception report from the club database software

  11. Final Comments • The ID of a USA Swimming member is important for all functions involving the member • Both electronic registration and reconciliation can be handled by SWIMS • The challenge for implementing both of these functions is to develop procedures for the clubs, meet host and LSC registrar that ensure the procedures are being implemented • Each LSC as to assess their LSC “culture” to find wht works best for them • Communication is key

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