Hong Kong Schools Sports Day, Swimming Gala and Games Day

Computer-assisted Processing System

Questions and Answers Forum

(Updated on November 19, 2007)

Question #1 Can you highlight the functions of the Sports Day and the Swimming Gala Computer System?

Answers#1 The Sports Day and the Swimming Gala Computer Systems is useful for P.E. teachers of both the Primary and the Secondary schools in Hong Kong. Its design mostly suits the requirements of most schools in their Sports Day and their Swimming Gala. The computer system was written by me at first for my school P.E. teachers at our Sports Day and our Swimming Gala. At that time (in 1995), there was NO such a computer program available yet. With several years of development and fine-tuning, this program has come to such a state that more and more other brother-schools are borrowing it for their own use. In general, many other functions were incorporated to suit the gradual requests of many schools. The main functions available can be listed as below:

        1. Schools can set their own requirements. This includes :

a) setting their own school names
b) setting the titles of the Heats Day and the Final Day
c) setting the number of lanes
d) setting the position scores
e) setting the priority of assigning lanes to entries in the final day events according to heats day results
f) setting the number of houses, house codes and house descriptions
g) setting the standard scores and the new record scores
h) setting the participating scores, if needed
i) setting the absence penalty score, if needed
j) using school existing event codes in the program and each event code can be set to calculate scores for Individual, House and Class championships
k) previous record holders' information can be recorded to allow comparison of new records.
l) schools can also add student names as Team members and give them scores
m) students can register the events using the Online Entry registration module
n) Schools can print a comprehensive master programme and student participation list

2. Closely integrate with WebSAMS. Simply import student name list from SAMS with a click of a button, or import student name list from the schools' existing Excel files.

3. Auto-generate lanes for each event entry. The computer can put student entries into each event automatically and generate a list of event record sheets for roll-call and recording purposes.

4. Rich report printing capabilities including:

a) Student Entry form by class
b) Student participation statistics by Class, House and Sex
c) Heats Day / Final Day event recording sheets
d) Individual Event result sheet and student rankings in each event
e) Individual Championship results, House Championship results and Class championship results
f) new record broken lists
h) master winner list of all events

5. Can be run on a network system. Several users can work together on the same data at the same time via the workstations.

6. Has capabilities to export any information to Excel file format. P.E. teachers can do other things with them like plotting charts and doing analysis.

7. Students can input Sports Day or Swimming Gala entries online through the school webserver.

8. Auto-generate a Master Programme for insertion into school booklets.

Question #2. My school uses houses only, each house can only send 4 members to participate one event.  Each Track event has two heats while each Field event has one heat.  In Heats Events, the order of and the lanes were drawn by our House Master first.  This decides the setting of lanes in all the events.  For example, the BLUE house was assigned lane 4 and lane 1 in the Track events, and the order of call number in the Field events are 3, 7, 11 and 15; whereas the GREEN house was assigned lane 5 and lane 7, and the order of call number in the Field events are 2, 6, 10 and 14.  With regard to students, they follow their houses, then class number, then the Field events call number and then the Track events would be assigned the middle lanes in Heat 1, then the outside lanes, then it goes to Heat 2.  If there were not enough participants, then lane assignments would be done by hand.  Since your program did not provide this function, it is time consuming to amend each event, how should I do it?  Previously our dbaseIII+ program can be used in VFP6.0 environment with a little bit of modification, can I extract LANEHEAT.DBF, make some modifications and then put it back into your system?

Answer#2: You are right.  All the lane assignments in the Heats Day are stored in laneheat.dbf.  You can open this file and use whatever method to process it and then put it back into the system. (note:  similarly for lanefnl.dbf in the Finals Day), but of course if you use Visual Foxpro 6 to do the processing, it will be even better.

　

Question #3.  To print Programme, my school uses a Table to list out the events as follows:

             Heat 1 - 100 metres

             …………

          Shot Put

The above table requires only 4 sheets and we can find the student information in all the events.  This makes it convenient for us to take roll calls.  Can I ask whether the program has this printing function? How should I do it? Which datafile should I extract?  Is it LANEHEAT.DBF？

Answer#3: Yes, there is already a printing function for doing such job.  However you can still use the system's function #6 in the Main Menu.  It helps schools to export ALL kinds of data to Excel file format in order to allow schools to fine tune them further.  In your case, please export Laneheat.dbf and Lanefnl.dbf.

 

Question #4. Because on Inputting entry, the program uses Class number, how do I enter Inter-class Relay's participants in the Heats Day?

Answer#4: You can use the Heats Day menu's "Manually Edit Lane Distribution" and add the class participants there.

Question #5. While entering student entries, "Erase All student entries" button is too close to the first entry box.  It is easy to mis-hit the button and erase all the data.  Although I have backuped all the data once in a while, it is still a waste of time and a bit inconvenient.  Can this checkbox be moved far away from the first entry box or simply requires a password (this password can be set while processing the system settings) before data can be deleted?

Answer #5: A "Delete" confirmation box is already added.

　

Question #6. While processing Student entries, we discovered there were no validation function for checking 2 Fields and 1 Track, or 2 Tracks and 1 Field.

Answer#6: Already added.

Question #7. Can the program validate whether there were repeated entries for the same student?

Answer#7: Already added.

Question #8. If two students had the same record time in the Heats events, they would be assigned with the SAME lane in the Finals events.

Answer#8:This is normal, because the same record time means their rank should be the same.  When assigning lanes to them in the Finals events, the program will follow your previous lane priority setting.  Because they have the same rank, so they will be assigned the same lane accordingly.  Of course, the program can select another lane for the second one, but here comes the question: Who is the suitable one to choose?  So it is better to leave it to the decision of the teacher concern.

　

Question #9. After installing the program onto our Intranet server and when we performed the function [Backup All data to Zip File], although we logged out  all workstations except one, we found that the backup file was not current, it contained the old data prior to the existing one.  We tried many times, closed the program and restarted it, the problem still existed, until ALL the workstations were logged out the server and restart another workstation then the problem disappeared.  I wondered whether it is a bug in VFP6 or our Linux Samba server or the Windows 98 in our Workstation.  Finally, we perform a server side auto-backup every 5 minutes while entering data to prevent any loss of data in the server harddisk.

Answer#9: Since the program runs on a server, there are great volumes of buffered data residing in the computer memory.   This is necessary in order to speed up the performance.  In view of this, when you perform [Backup All data to Zip file] function, it is advised to log out ALL the workstations from the server so that all buffered data can be written to the server's hard disk.  Besides, to play safe, it is necessary to perform the backup function on the Server.  [note: There is no problem on a standalone computer]

[How do I move all the Data onto my Notebook computer?]  Copy the entire folder x:\SPORTSDAY or x:\SWIMGALA from the server or  use Winzip to compress the folder to a floppy, then paste it/unzip it to C:\SPORTSDAY 或 C:\SWIMGALA on the notebook -- of course, the sportsday or the swimgala program must have been installed on the notebook already.

　

Question #10. While entering results in the Heats or Finals events, there were Position and Records to input, also there were hints -1, 0, 1-998, 999 at the bottom of the table, can you explain them one more time?

Answer#10: First, let me simulate the situation of one event. Suppose lane 1 to 5 have finished the race and there are time records for them.  Lane 6 is disqualified.  Lane 7 is absent without reasons and Lane 8 is absent because of illness.  On entering the results, we can:

Lane 1-5	Just input Time/Distance in the Record field.  Position no need (you may input position 1-998 if you like just for record purposes).   The computer will take ALL the Heats time/distance records and sort out the rank according to the best time / distance.  (The program will award each student the Participation Scores, Standard scores, Break Record scores, and/or Position scores if it is an finals event.)
Lane 6	Disqualified.  Input 999 in the position field, leave the Record field blank.  The program will award a Participation score, if it was set in the system settings).
Lane 7	Input -1 in the position field, leave the Record field blank.  This informs the program that this student has not only no awarded scores but is deducted with preset "Absentee Penalty scores".
Lane 8	Absence with excuse.  Input 0 in the position field, leave the Record field blank.  This informs the program NOT to add NOR deduct any scores to/from this student.

　

Question #11.  Sometimes while editing Heats or Finals result records, the previous calculated scores did not update with the change of result records, what was the reason?

Answer#11: There are some techniques to note here.  After starting entering result records and suddenly you discover the system settings like the participation scores, Absence Penalty scores need to be changed (this rarely happens), then it may affect the overall scoring.   In this case, you need to go to the [Enter Heatsday Results/Finals Day results] menu, start by choosing any processed Heats or Finals event's result record, use the UP or DOWN arrow key to scan through each result record of every heats events.  This will force the program to update the score for each record.   Do the same for all other heats in the same event.  Lastly hit the bottom right hand button [Calculate Scores and Print Finalists for Finals events] to complete the whole score process.   You need to do the same for other processed events.  If it concerns only some minor changes in the current heats and the scores do not update, simply perform those actions highlighted in red above.

　

Question #12.  On entering the race results, the record time for 400m was set to be 56.00".  Why was it when entering 1'02.11", the program treated it as a "new record"?

Answer#12:  This is the difference between Human and the Computer.   The computer compares two data starting both from the FIRST letter.   The "1" in 1'02.11" is smaller than the "5" in 56.00", the computer will treat 1'02.11" as shorter time than 56.00".  To avoid this mistakes, it is safer to set the record time for 400m as 0'56.00"  (note:  Please remind helpers to note the format.  Like the one above, if there were two 400m results recorded as 57.23" and 1'12", please instruct them to enter 0'57.23" and 1'12.00".)

　

Question #13. A Broken Record Score was awarded in the Heats Events, if a new Record was broken again in the Finals Event by the same person, an extra score would be given again.  It seemed unfair to those who had only broken records in the Straight Finals.  Could we deduct the extra score by hand from this student?

Answer#13: This depends on the decision of the teacher.  The program allows some settings on whether a Standard score and/or Record Score to be added in individual events in the [Prepare Heats Day/Finals Day Programme Schedule] menu.  My school allowed Standard Score of 1 and Record Score of 1  for all  the Events (Heats and Straight Finals) in Heats Day, but only the Record Score of 1 for these Heats events to be held again in the Finals day.   While the other new events not previously held in the Heats Day will be treated as adding Standard Score of 1 and Record Score of 1 also.  Take for an example, if a student breaks a record in the Heats event of 100m, he is awarded 1 (Standard score) + 1 (Record Score).  In the Finals Day, he breaks  his record again in the same 100m, he will be added another 1 (Record score), so totally he is awarded 3 points.  Yet another student breaks a record in 400m which is a Straight Final, then he is awarded 1 (Standard Score) + 1 (Record Score), so totally he is awarded 2 points.  Our scenario is that the student with 3 points has to run TWO times and to break the records two times is more difficult than the one with just a Straight Final, so it is more reasonable to give him/her one additional point.  If a teacher thinks it otherwise, I would advise him to do some alternative arrangement in the [Heats Day Input Event Results] function, by inputting his/her records as if it is NOT a new record.

Question #14. A new broken record in the Tracks Heats events would not be updated immediately and automatically in the Record holders List.  Was it true that any new records in the Finals events which would be compared to the unchanged old record in this Record Holders List was awarded 1 extra Record Score again?

Answer#14: No, not correct.  You can do an experiment.  Choose one that has Heats Event in the Heats Day and Final Event in the Finals Day .  Input a new record for this student in the [Enter Event Results in Heats Day menu], then in the Finals Day, input another new record which is better than the Old Record but poorer than the newly broken record in the Heats Day.  You will discover that the program will not treat it as a new record in the Finals Day because the new record in the Heats Day is recorded somewhere in the program.  Another important issue for not updating this record at once is the problem of Logical handling.   Take for example, if two students break two new records in the same event and if the first new record is updated immediately, then the second new record, although a bit poorer than the first one,  may not be treated as a new record then.  The worse case may also happen if a new record is accidentally entered and later erased for correction, the program will not be able to restore the old record back immediately to reflect the true situation and it will clash.  That's why a new function 5 is provided to allow schools to batch update all the new records for next year after the whole Sports Day or Swimming Gala is completed.

Question #15.  My school does not have too many participants, so our Sports Day have to be completed in ONE day, both in the morning and in the afternoon.  What should I observe and how should I handle it?

Answer#15: Many other schools have the same problem as yours.  My advise is put all the events with HEATS in the Heats Day menu and the rest Straight Finals like High Jump, Staff Invitation Relay, etc in the Finals Day menu.  Do not put the same Heats Day events again but leave them out in the Finals Day menu.  Try to finish all the HEATS events as early as possible, preferably in the earlier part of the morning.  Once ALL these HEATS events are completed and handled in the [Enter Event Results in Heats Day],  process these Heats right away by using the function [Immediately Process Finals for Heats Events] which can also be found in the Heats Day menu.  Follow the steps as guided by the program to complete them as Final events.  The rest of the Straight Finals can be handled separately in the Finals Day menu as usual.   In order to view the overall score and championship score, use the [Championship Report] in the Finals Day menu.  Of course the order of events and the Programme for the whole day may be a bit mixed up and needs some arrangements in your Master Programme, however,  as long as the input team knows which event is which, that is not really a problem.

Question #16. Because some Heats Events are scheduled to be processed in the Finals Day, I cannot print out the participant list and the lane distribution list, how do I solve it?  In the Finals Day menu, does it a must that I should import Heats finalist results first before I can print these events out?  Besides, the program prompts me a message that it will erase ALL existing data and lane distribution information, I am afraid that I cannot get back the same lane distribution and the event orders, so I hesitate to do it.  Am I too over-worried?

Answer#16:  Don't worry.  Although the program said it generates the lane distribution by RANDOM, it does not really the case.  Actually each time the program sorts the entries according to the ninth, the third and then the sixth character of each English name, so no matter how many times you repeat the process, the same order and the same lane distribution will be given.  As a result, you can safely process [Generate Lanes from Heats Day] function in the Finals day menu.  Print out the relevant Lane Distribution order and event order list.  After your have completed the Heats Day processing, re-process [Generate Lanes from Heats Day] function again.  There is one thing to note though.   Since all the Finals events with regard to "Staff Invitation relay", "Inter-school invitation relay", "Inter-class Relay" and "House Relay" are manually processed after the Lane Generation from Heats Day, they will be erased, so you may need to input these event information again.

 

Question #17.  Can the program print both the Students' English and Chinese names on every printout?

Answer#17: No! Either English or Chinese name is printed depending on whether you are using the Chinese or English program.

 

Question #18. When printing the Master Programme, can the system prints those events without the Finalist (like some events in the Finals day)  ?

Answer#18: By default, those events without the finalists will not be printed in the master programme.  If you really want to print the event, you need to use the [Manually edit the lane distribution] function and select those events without any finalists, manually add a few empty lanes in each of them.  By doing so, the system will print out these events in the master programme.

 

Question #19. How can I print analysis/statistics of Class and House event participation entries?

Answer#19: In the Input Student Entries menu, there are plenty of printouts relating to statistics and analysis of Entries by Class, by house, etc.  If schools wish to tailor-made their own reports, they can use the Export to Excel function in the Main menu and handle the exported data by themselves.

 

Question #20. My school has already our own Entry Online Registration module, how can I import students' entries into the CAPS system?

Answer#20: All student event entry recrods are stored inside the table entry.dbf.  Please use Visual Foxpro software to open the entry.dbf table and import your student entry information .  During the import, only students' class, class number and event codes (participated) are needed.

 

Question #21. I have pre-set add 3 marks for students breaking the new records.  However can I double it for certain events like the relays?

Answer#21: No.  Once the pre-set marks is 3, all new records will be awarded 3 marks for students breaking a new record.  If schools want to make it 6 marks for certain events, then they have to manually adjust the scores in the Input Event Record Results menu by themselves.

 

Question #22. How can I setup the Online Event Entry Registration function in the Internet and how do I setup the server?

Answer#22: After installation of the CAPS program, you will find a help file on [How to setup the Online Entry registration].  Please study it and follow the procedure carefully to complete the server installation and ODBC settings.