Texas State Challenge Master’s Training Jan 9, 2010

1. Steve Donley Liberally plagiarised from many experts including Al Simons, Ben Thomas & Judi Roberts Texas State Challenge Master’s Training Jan 9, 2010

2. 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

3. 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

4. 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

5. 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

6. Challenges & Texas Colors • A: Direct DipositOrange/Salmon • B: DI-BotYellow • 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 eXtremeBurgundy

7. 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

8. 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

9. SCORE PRGRAM BASICS

10. 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!

11. 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...

12. 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

13. 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

14. 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)

15. 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

16. 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

17. 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

18. 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.

19. 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.

20. 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.

21. Score Room MethodsQuick Reference Guide

22. Data Entry 1 Final Score storage area Paperwork Flow - Central Appraisers Appraisers Challenge Sites Appraisers Appraisers Appraisers Head Appraiser Appraisal Team Organizer Team Manager Runner Logs all Time(s) In Time(s) Out Score Room Gate Keeper Results TM, HA Checker Paper Work Manager File Manager Data Entry 2

23. Data Entry 2 Data Entry 1 Final Score storage area Paperwork Flow - Hybrid Appraisers Challenge Sites Appraisers Appraisers Team Manager Appraisers Appraisers Head Appraiser HA & TM Copy Appraisal Team Organizer Checker Runner Check digits and / or USB Flash Drive electronic check Logs all Time(s) In Time(s) Out Gate Keeper Score Room Checker Paper Work Manager File Manager

24. Check In Data Entry 1 Data Entry 1 Data Entry 1 Final Score storage area Central Score Room Sample Layout Gate Keeper Score Room Printer / Copier Data Entry 2 Checker Tournament Master Data Entry 2 Paper Flow Data Entry 2

25. 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

26. 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

27. Making up the Score Packet • Team label on the upper left corner of envelope • 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… Label Status Dots

28. Humorous (not!)View of the Process • Packet comes in • Papers from wrong team • Packet goes out/comes back • 1st machine finds mismatched objective scores • Packet goes out/comes back • 2nd computer notices missing deduction explanation • Packet goes out/comes back • Cross check fails • Find mis-typed number • Print/send scores for HA / TM • HA changes score • Reprint / send • Finish challenge level • Print scores for announcing • HA appears, asks for all scores • Changes all scores • Re-enter all scores • Reprint… Every one of these events has occurred. Fortunately, no more than two-thirds have ever occurred for the same team...

29. 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!

30. 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

31. 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

32. 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!!!

33. 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.

34. Optional Score Room Tasks • Printing place certificates • Printing special awards (DaVincis, etc.) • Preparing results for the media • Posting scores for viewing • Other score distribution

35. For More Info http://www.nh-di.org/discoringhttp://www.nh-di.org/discoring/docshttp://www.nh-di.org/discoring/trainingDestination 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!

36. More information athttp://www.nh-di.org/discoring/docs DI Scoring Program-Specific Information

37. WhatHardware??? 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

38. 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

39. 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.

40. 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

41. 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

42. 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 orDIschedule • 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!

43. 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.

44. 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 • Level • Membership Name • Team Number • Town (opt) • Team Chal Time (opt.) • Instant Chal Time (opt.) • Competitive Y/N (opt.) • TM Name(s) (opt.) • Team Name (opt.)

45. Sample Spreadsheet

46. 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

47. Setting up Tournament Preferences • Use to set up options for your tournament

48. Setting up Tournament Preferences • Setting up backup, check and merge directories • New - allows Backups to multiple sources

49. 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

50. Setting up Appraisers Best to assign a single appraiser for entering Other Deductions!