1. Score Room Challenge Master’s Training 2015 Sherri Guerra& Manny Alvarez Liberally plagiarised from many experts

2. Disclaimers

3. Overview of the Training  Score Room Mission  2015 Challenges  Score Room Goals  What’s New  Scoring Considerations  Paperwork Flow  Staffing & other random thoughts  Setting up & using the Score Program  Computer & Network Suggestions

4. 2015 Challenges Technical Challenge: Creature Feature Scientific Challenge: Making Waves Fine Arts Challenge: Feary Tales Improvisational Challenge: The Improv Games Structural Challenge: Lose to Win Early Learning Challenge: Animal Mish Mash Service Learning Challenge: Brandaid

5. Example Challenges & Colors A: Creature Feature (Creature) Orange/Salmon Yellow B: Making Waves (Waves) Yellow C: Feary Tales (Feary) Blue D: The Improve Games (Improv)Pink/Red E: Lose to Win (L2Win)Green Grey PO: BrandAid (Brand)Grey IC Purple Score room Black White Animal Mish Mash (Animal) White We like to color code everything for easy sorting. Consult your RD/AD for their choice of colors!

6. 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 Room Challenge Master has to communicate with everyone – Tournament, Affiliate, Regional Directors – Challenge Masters – Head Appraisers – Score room personnel

7. Score Room Challenge 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 and test the hardware and software needed to score the tournament, well before the tournament date Lead the training of the score room personnel

8. Score Room 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 Maintain the confidentiality of the scores. Never leave paperwork unattended Help keep the tournament running smoothly And to get everyone home at a reasonable hour

9. 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

10. What’s New this year  A new Auto-update feature has been added. When the Scoring Program is started, it will query the program web page to check for any changes to the challenges that have been released by the developers. If any are found, you will be prompted to allow the program to download and install those updates.  You can check the version of the challenges you are using in the Help->About window by selecting the Versions tab.  New Filters have been added to the Challenge/Level Windows and the All Teams Window to allow display of only those teams that are scheduled earlier than a certain TC Time or IC Time. This along with the TC Done and IC Done filters will allow a display of team packets that are late to the score room.  Removed Going Forward indication for High IC awards. In the past, when HighIC Awards were printed on the announcement sheets, the team was marked as Going Forward if they also placed high enough. This often pre-announced the first place team because the HighIC award were presented first.  Updated the feature to export and import Appraiser CSV files. It is now more user friendly, and tolerant of missing files or blank appraiser settings. Please give this feature a try for setting up your appraisers this year.

11. 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

12. Computers Instead of Calculators DI scoring program supports entering all the appraisers’ scores directly into the computer: for both Challenges and IC Number crunching is the single most error prone step of working with scores It is labor intensive, since has to be done again in the score room (people make mistakes) We do not use number crunchers in Team Challenge or IC at all!

13. Scoring Program Logistics Appraisers and Appraisal Team Organizers do no calculations (except weight calculation for structure problem) Eliminates score calculation errors All scores entered into program twice – Second entry verified against first entry Team Manager and Head Appraiser score sheets printed for the challenge room Master Sheet also printed to remain with the Packet

14. 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. 3 Common Methods – Centralized – Distributed – Hybrid Your Site Layout and Score room team level of experience influence what method will work best for your tournament ‒ You may choose to use some combination of these methods

15. Centralized Packets created at each site then sent to the Score Room for all computer entry. All scores entered into the Scoring Program twice with different Computer Operators on different computers. Results compared automatically. After entry, a Team Manager and Head Appraiser copy of the Master Sheet is printed and returned to the challenge site. Advantage – First and Second Packet entry in the same room. Central control, score room can react quickly if packets get held up. 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.

16. Distributed 2 computers at each challenge 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. Team Manager and Head Appraiser copies remain at site Score Room merges results from each challenge site to create overall tournament results. Advantage – First and Second Packet entry in the same room. Very quick turn around on any errors. No packet hold ups. Disadvantage – Difficult 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.

17. Hybrid 1 or more computers at each site or group of sites. 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 electronic means (network or USB drive) and checksum. Score Room completes the tournament summary. 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. Disadvantage – Requires more computer equipment and personal. Distributed IT can be difficult. Team Manager copy printed before 2nd entry. Cross checks require use of a network or USB drives.

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

19. Central Score Room Sample Layout Gate Keeper Score Room Data Entry 1 Data Entry 2 Final Score storage area Check In Checker (optional) Data Entry 1 Data Entry 2 Data Entry 1 Data Entry 2 Tournament Master Printer / Copier Paper Flow Check and Backup Backup

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

21. Paper Flow Suggestions Check-in – Log each score packet into the score room, with time in – Scoring Program can print log sheets to help – Check-in program also available from the scoring website Verify any calculations done by appraisers – Always double check structure weights and check mark counts – Use a calculator (windows or hand held) – Can be done a checker or any another person. – Initial next to the checked value

22. 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 – Sticky note describing error on page with the error – 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

23. Sticker Management Good packet after 1 st entry – put a green sticker on packet MJA Good packet after 2 nd entry and check – initial green sticker – Send to File Bad packet during 2 nd entry – add red sticker – return for problem resolution Problem resolved and re-run through 1 st entry – add a green sticker Good packet after 2 nd entry and check – initial green sticker – Send to file MJA Bad packet during 1 st entry – put a red sticker on packet – return for problem resolution

24. 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 – Check-in sheet (Structure only) – Weight held sheet (Structure only – not this year!) – Appraisers sheets » In alphabetical/numeric 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

25. Returning the Team and Head Appraiser Scores After successful entry and check of data, Head Appraiser and Team copies of scores need to be printed. – Return these copies to the appraisal site Use of color coded folders for runners is effective – Fold score sheets so just team and challenge name can be seen Separate envelopes for each team are also an option

26. Knowing when you are done Use separate sheets for IC and TC Team ChallengeLevelChallenge Master / HA Cell PhonesAll Pkts In Score Room All Pkts 2nd Entry Done All Packets Filed Merge DoneMaster Computer Check Appraisers Released Score Team Released Last Challenge Start A: Assembly Required Michael & SherylXXX-XXXX Assembly RequiredELTom JonesXXX-XXXX Assembly RequiredMLGary WestXXX-XXXX Assembly RequiredSLLinda SmithXXX-XXXX 5:00PM B: Solar Stage Julio & HunterXXX-XXXX Solar StageML XXX-XXXX 5:00PM Solar StageEL-D XXX-XXXX Solar StageEL-I Solar StageSL 5:00PM C: Attractions Charlotte & JettaXXX-XXXX 5:00PM AttractionsEL-D XXX-XXXX 5:00PM AttractionsEL-I XXX-XXXX 4:40PM AttractionsML 3:40PM AttractionsSL 3:40PM D: News to Me LisaXXX-XXXX 5:00PM News to MeSL 5:00PM News to MeEL-D News to MeEL-I 2:15PM News to MeML 3:55PM E: Breaking Mike & MelenaXXX-XXXX 4:20PM BreakingEL XXX-XXXX 4:20PM BreakingML XXX-XXXX 12:40PM BreakingSL PO: World Canvas DollieXXX-XXXX PO: World CanvasML PO: World CanvasSL 12:00PM

27. Minimum Score Room Staffing 1 Score room leader 2 data entry people for every ~75 teams to be scored (YMMV) This Covers TC and IC entry. 1 Paperwork Manager – paperwork check in/out and distribution – check structure weights calculations – score packet filing Site – 1 Appraisal Team Organizer per TC challenge room – 1 Score Runner per TC challenge room (volunteers work well) » Sometimes runners can be shared across rooms if close together Optional – 1 Score Checker / Challenge – 1 or more Techie guys to setup equipment and answer the normal help calls.

28. Miscellaneous thoughts… Supply computers and calculators, require their use! Consider outlawing staplers and pencils in challenge rooms – Score room should not have to remove staples – If a score is erased and re-written without being initialed, it needs to go back to the appraiser for validation. Ink pens help here! Provide 9 x 12 manila envelopes to store and transport each team’s 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

29. 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!!!

30. End of Tournament Score Room Tasks Do Final Merge and verify all teams entered Do final check of merged data against merged 1 st entry data Make Final Backup and save to USB Key (or 2) Print Results for Award Ceremony (ordered for presenter) Print Results for RD (may need multiple Copies) Optionally Printing place certificates Printing special awards (DaVinci's, etc.) Preparing results for the media and/or presentation Posting scores for viewing Other score distribution Recommend you bring laptop and USB key to Award Ceremony. There may be last minute questions!

31. Scheduling The Tournament

32. For More Info http://discoring.texasdi.org/ http://discoring.texasdi.org/#docs http://discoring.texasdi.org/#checkin 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.

33. Setting up and Using the DI Score Program More detail available at http://discoring.texasdi.org/#docs

34. What Hardware? 2 Data entry computers per 75 scored teams – An experienced data entry person can handle 100 teams in a day (TC and IC) based on scheduling of teams – Challenges can be combined on a single computer – Challenges can be split by levels across multiple computers – Computers are always configured in pairs Laptops work great ( built in battery backup) Windows 8.1, 8, 2000, Vista, XP or 7, or Mac OS only Pentium-class, 1Ghz or better 256 MB memory for Windows

35. 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!! – Numeric Keypad (10-Pad) is a real plus.

36. What Hardware (cont) Printers – One per 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.

37. More about hardware Why 2 sets of hardware? – Each step has to be done twice by different people to guard against errors. – If something can possibly go wrong, it will, 15 minutes before the awards ceremony. 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

38. 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

39. 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 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 email list 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!

40. Enter teams into the Score Program For more information: http://discoring.texasdi.org/docs/plandata.htm http://discoring.texasdi.org/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 – Memb Name – Team Num – Town (opt) – TC Time (opt.) – IC Time (opt.) – Competitive Y/N (opt.) – TM Name(s) (opt.) – Team Name (opt.)

41. Setting up the Tournament  The Tournament Wizard is your step by step guide to create or modify your tournament

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

43. Setting up Tournament Preferences Setting up backup, check and merge directories Allows Backups to multiple sources

44. Setting up Appraisers Best to assign a single appraiser for entering Other Deductions! 1 2 3

45. All Challenge Level Window a VERY useful tool! Use with Quick Search!

46. Tournament Summary Window  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

47. Drilling Down to Enter Scores  List of teams in a challenge level  performance time  status  being scored?  TC done?  IC Done?

48. Entering Scores  Data entry of all appraisers’ scores  Computer verifies ranges  Verifies appraiser agreement for objective scores  Computer calculates it all  Computer scales the final results and prints them

49. Error Checking

50. Entering Item-Specific Deductions Click on “OK” to close the deduction dialog box Click on the square checkbox to the left of the item’s title Fill in the deduction value and the reason Note that deductions can be a percent of the awarded score (not the max score!)

51. Instant Challenge  IC Scores calculated  1 st 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.

52. Merge You may have multiple computers with results Merge allows you to bring all results together in your master tournament to print results CreatureWavesFearyImprovL2WinBrand Master IC

53. Merge

54. Merge Continued

55. Backup Material Computer & Network Suggestions These are just one way to setup, feel free to skip if you already have a setup that works for you!

56. Setting up Master Computer 1)Connect computer to network 2)Download and install DI Scoring Program 3)Locate tournament.csv from scheduling program, or ??. 4)Run DI Scoring Program – Use tournament wizard to set up tournament – Set up appraisers – Set up preferences as desired (printing, colors, look and feel, scoring, backup and check) 5)Save and exit scoring program 6)Copy Score Program, Tournament and DIPrefs to a shared directory 7)Set up the remaining computers 8)Map drives to each of the 2 nd entry computers used: TC and IC. (M:, N:, O:, P:, Q:...) 9)Run DI Scoring Program to set up the merge 10)Make test entries into 1 st and 2 nd entry computers 11) Verify checks and backups are occurring 12) Run a test merge

57. Setting up your Score Room Computers 1) Connect computer to network 2) Install DI Scoring Program (from master computer) 3) Copy tournament to DI Programs directory from master – Share this directory with everyone (read only) 4) Copy DIPrefs.xml from master – Score program Help→About→System→user.home shows location for it – Usually c:\users\ or c:\Documents and Settings\ 5)Create Directory for backup from other computer (C:\DI Programs\Backup) – Share this directory with everyone (read/write) 6)Install printer if 2 nd entry computer 7)Do steps 1-6 on remaining computers 8)Map drive for Backup (B:) (Need directory on other system already) 9)Map drive for Check (K:) if 2 nd entry computer (to 1 st entry tournament directory) 10)Run DI Scoring Program 1)Set Tournament to proper directory 2)Set Backup to B: and set time for backups 3)Set Check to K: if 2 nd entry computer

58. Hardware for Network Data Entry 1 Data Entry 2 Data Entry 1 Data Entry 2 Data Entry 1 Data Entry 2 Switch – Increases number of ports available to network Router – Serves IP Addresses to connected computers. One is required for the network. Wireless Router (Access Point) – Serves IP Addresses and allows communication between connected computers. Wireless Network Wired Network Requires more hardware (cables) Less Configuration needed Connects to any laptop Requires more configuration Less Hardware needed Requires wireless laptop capability (some wireless routers have wired capability)

59. Setting up the Wireless Router

60. Connecting to Wireless Router On laptop with wireless capability Laptop TCP/IP setting should be ‘Obtain IP Address Automatically’. (This is the default setting) Select wireless connections in lower right task bar Find SSID in list of networks Connect to network using Security (WPA) password selected for router Configure as Home Network or Private Network If desired, computer name can be changed in My Computer→System Properties→ Computer name (will require a computer reboot)

61. Connecting to Wired Router Connect laptop with Ethernet cable to switch or router Select network connections in lower right taskbar Open Network and Sharing Center Configure as Home Network or Private Network If desired, computer name can be changed in My Computer-> System Properties-> Computer name (will require a computer reboot)

62. Mapping Network Drives Windows 8.1, 8 – In File Explorer (Window Key-E) Select This PC – Select 'Map network drive' from top toolbar Windows 7: – Start → Computer – Select 'Map network drive' from top toolbar Windows 2000, XP, Vista – Start → My computer → Tools → Map network Drive Select drive letter (B: for backup, K: for check) Browse for correct computer and directory Select 'reconnect at logon'