SPECIAL OLYMPICS MANAGEMENT SYSTEM (SOMS) Online Membership Database User Guide PART 1 ATHLETES & AFFILIATED GROUPS June 2011 Version 1.9
What is Special Olympics Management System SOMS? SOMS has been developed by Sporting Pulse and several representatives from various regions around Australia to become the SO membership database to be known as SOMS. SOMS is an online database that is able to manage all aspects of membership. The database is secure through password-protection, and has multiple levels of access available to national governing bodies, states, regions, sports teams and members. SOMS provides the capacity to substantially reduce the amount of time your club spends managing its membership records, as well as improving the ability to store, track, update and locate information, and build historical records. The system has a vast reporting system, allowing you to customise the exact information you wish to retrieve. Access Restrictions Users can log into the SOMS at any of the following levels: National State access to all regions volunteer and athlete records Region (Association) - access to the specific region volunteer & athlete records Volunteer Region Level - access to the specific region volunteer records only no athletes Athlete Region Level - access to the specific region athlete records only no volunteers Sport (in SOMS this is Club) in a Region - access to the specific region to specific club volunteer and athlete records i.e. For example is the basketball coach from Gold Coast region can login and only see volunteer and athlete records that are listed under Basketball Club in Gold Coast region. NATIONAL Access all data STATE Access to own data and below REGION Access to own data and below Logging In In order to log into the SOMS you will require a Username and Password which will be provided to you by SOMS trainer. This must be kept secure and not shared with anyone. Each user will have a unique login. If a volunteer no longer requires SOMS login should be deactivated asap either through the regional registrar or sending an email request to jow@specialolympics.com.au. To log in you will need to access the internet on your computer and Go to www.specialolympics.com.au and scroll to bottom of home page Click on the MEMBERS AREA link bottom right. Enter your username/code and password and click on login. SOMS User Guide JUNE 2011 1 of 31
A welcome screen will appear. Icons and their Functions On the left hand side you will see a menu with icons and options: View click here to see the club s contact details Edit click here to change the club contact details Statistics click here to see a quick tally of your database Audit Log click here to see an audit trail of changes made to the club s details Configuration Provides the region with a wide variety of options for configuring the database Search click here to search for a member in your database Reports click here to create your own reports on member or team information Other Function Buttons that will appear on the top right hand side of screen are: Add click here to ADD a member record Add click here to ADD a club Edit click here to EDIT the record on screen Change Showing and Click FILTER to change records viewing Data Integrity We want to be sure the integrity of the data is managed and maintained. Please ensure you carefully enter or edit any details on the database. There are a few rules we ask that you adhere to when entering data: First name and Surname must be entered in Title case eg: First letter in capitals and all others lower case eg: Elizabeth Suburb and State: must be entered in CAPITAL letters and can only be 3 letters no more than State must be abbreviated to 2-3 letters no more: ACT, NSW, NT, QLD, SA, TAS, VIC, WA Home, Work Phone & Fax number fields: must be entered in this format or spacing xx xxxx xxxx Mobile Phone number fields: must be entered in this format or spacing xxxx xxx xxx Date of Birth: year must be entered four numbers eg 1980 not 80 SOMS User Guide June 2011 2 of 31
CLUBS (SPORTS / COMMITTEES) SPORTS IN A REGION Within SOMS Club = Sport To view Clubs (Sports) in an Association (Region) Click on Associations in the left hand menu and then click on Region Name Athletes Click on Clubs in the left hand menu to see all the sports in a region. The SOMS project team has set up all 14 sports and a majority of committees for volunteer groups already under clubs. To view members (athlete) of each sport/group Click on the Club name Click on Members COMMITTEES IN A REGION Within SOMS Club = Committees or Grouping of Volunteers or Sport To view Clubs (Sports) in an Association (Region) Click on Associations in the left hand menu and then click on Region Name Volunteers Click on Clubs in the left hand menu to see all the sports in a region. To view members (volunteer) of each sport/group Click on the Club name Click on Members SOMS User Guide June 2011 3 of 31
MEMBERS Members of SOMS are Athletes and or Volunteers. To view list of Members (Athletes/Volunteers) in an Association (Region) 1. Click on REGIONS and select the region (for State logins only). 2. Click on Associations in the left hand menu and then click on Registered Athlete or Registered Volunteers which ever it is you wish to view 3. Click on Members in the left hand menu under the name of the Association (Region), to see a list of all members that belong to that body. Be aware of FILTERS You can filter your view by member status, for example choose to view by: SEASON select the current year AGE GROUP not is use at present so leave as All Age Groups ASSOCIATION STATUS Active = Registered / Inactive = not registered / All will display both. By selecting an option from the Showing drop down list in the top right corner of the Members screen and clicking the FILTER button. Search for an Individual Member 1. This method will search all states, regions or associations below and include Active and Inactive records. This is the best method for checking whether someone already has a record on SOMS. 2. Click on Search Icon 3. Enter the search details and 4. It is recommended you search by PART OF NAME before adding a new record to avoid duplicates 5. Click on SEARCH 6. Click on the athlete or volunteers record name of to view that record NB: Any members renewing, active or inactive should display in the database search. SOMS User Guide June 2011 4 of 31
To view an Individual Member Record 1. Click on Associations in the left hand menu and then click on Registered Athlete or Registered Volunteers which ever it is you wish to view 2. Click on Members in the left hand menu under the name of the Association (Region), to see a list of all members that belong to that body. 3. Click on the Family Name of the Member you want to view details. 4. Their summary details will appear on the screen. Another level will appear in the left hand menu for that member, designated by the member s name. Four icons will appear: View click here to see a member s details Edit click here to change a member s details Audit Log click here to see an audit trail of changes made to a member s details Edit a Member s Details 1. Search for the Athlete by name or part of name 2. Click on the Family Name of the Member you want to change/update details for. 3. Click on the Edit Member icon (in the top right hand corner or in the left menu under the name of the member). 4. Enter the new information into the fields and click on Update Member. Archive a Member s Details 1. Search for the Athlete by name or part of name 2. Click on the Family Name of the Member you want to change/update details for. 3. Click on the Edit Member icon (in the top right hand corner or in the left menu under the name of the member). 4. Remove tick from active 5. Update Member Records and return to display member record 6. Scroll down to Clubs and click on EDIT CLUBS 7. Remove all dots from active for all sport and Click on the inactive for these sports (only delete from CLUB if it was an error) 8. Update Clubs Note: Members cannot be deleted. Members can only be changed from active to inactive, and vice versa. SOMS User Guide June 2011 5 of 31
Fully Registered Athlete Renewals When you receive renewal forms and payment from athletes please follow the correct procedure for renewing athletes on SOMS as shown in this document. When sending payment to state and SOA please include a list of the athletes the payment is for, there are instructions in this document showing how to run this report. Search for an Individual Member 1. This method will search all states, regions or associations below and include Active and Inactive records. This is the best method for checking whether someone already has a record on SOMS. 2. Click on Search Icon 3. Enter the search details and 4. It is recommended you search by PART OF NAME before adding a new record to avoid duplicates 5. Click on SEARCH 6. Click on name of Athlete you wish to renew to open their file There are 4 steps to renew Athletes 1. Update Season summary to show PAYMENT 2. Update details in main record include payment details 3. Update clubs (Sports) for the athlete 4. Subscription Payment Report Step 1 Update Season Summary to show Athlete as Financial for 2011 1. From Search results click on the Family Name you want to change/update details for. 2. Click on REGISTER button for 2011 3. Checked Season is 2011 4. Tick Participates in this region 5. AGE Group is Automatic 6. Tick Player in Association 7. Tick Player Financial in Association IF THE ATHLETE HAS PAID FULL FEE 8. Click UPDATE SEASON SUMMARY NB: Hardship cases should NOT be marked as financial as fee is waived for one year. 9. Click on RETURN TO MEMBER RECORD SOMS User Guide June 2011 6 of 31
Step 2 Update Main Record 10. Click on Edit Member icon (in the top right hand corner or in the left menu under name of member). 11. Tick Active this may already be ticked 12. Make sure name is in Title Case NOT CAPITALS eg correct format is Jo Price 13. Enter any changes from renewal form such as: a. Name (enter proper full name here eg: Harrison) b. Preferred Name (enter preferred name here eg Harry) c. Date of Birth d. Gender e. Ethnicity only enter for Aboriginal / Torres Strait Islander f. Address - make sure SUBURB is in CAPITALS g. Emergency contact details h. Parent and Guardian Details i. Any new Medical Details or Allergies into MEDICAL section j. Update Athlete Payment Method Field. This field is used to note dual memberships across more than one region; hardship case athlete; anything that relates to payment for 2011 season k. Update Athlete Amount Paid input NUMBERS only to show amount paid by athlete for 2011 season l. Update Athlete Date Paid input date of payment for 2011 Season m. Add Other Gym Aust Member # in Other Sport Org Numb n. If provided add Employer and Employment Position 14. Remove tick from AFFILIATED GROUP athlete if becoming a full member 15. Click on Update Member. Step 3 Update Sports Clubs for the Athlete 16. Once you Update Member the CLUBS section will appear 17. Click on Edit Clubs button When in this screen below you need to 18. Click in ACTIVE column for the Sport CLUB, 19. Tick PARTICIPATES in 2011 Season for athletes 20. Tick PLAYER in Club for 2011 Season for athletes 21. Click on SAVE CLUBs and these will now list at the bottom of the Athlete or Volunteer record. SOMS User Guide June 2011 7 of 31
Step 4A Subscription Payment Report This report will take a bit of time to set up BUT it can be saved and reused each month with a slight change to dates. 1. Click on Associations in the left hand menu and then click on Registered Athletes 2. Click on Reports button in the left hand menu under the name of the Association (Region)l 3. Click on Members and Configure under Advanced Member 4. Click the heading to open the group. 5. Choose a field from the left column and drag it into the Selected Fields box (the box will expand to fit your fields). Different types of fields are available from different field groupings. 6. Select these fields from Left and drag to Right From PERSONAL DETAILS a. National Number b. Active Record apply filter of EQUALS Yes to include registered athletes c. First Name d. Family Name e. Year of Birth From OTHER FIELDS f. Registered with SO Until no filter g. Affiliated Group Athlete apply filter of EQUALS No to exclude them h. SO State Paid / SOA Paid i. Athlete Payment Method (Custom Text Field 6 at State Level) j. Athlete Amount Paid (Custom Number Field 1 at State Level) k. Athlete Payment Date (Custom Date Field 1 at State Level) l. Date Member joined SO m. Date Created Online (if running from State Level) From SEASONS n. Season apply filter of EQUALS 2011 o. Season Player Financial apply filter of EQUALS Yes p. Date Player created in Season apply filter of BETWEEN and enter data entry dates for payment report From AFFILIATIONS (only required if running from State Level) q. Associations apply filter of LIKE *athlete* to exclude volunteers r. Regions SOMS User Guide June 2011 8 of 31
7. Set your Sort options 8. Click SAVE and this little box will appear Give the report a name eg: Subscription Payment Report Click Save and you will get confirmation your report was saved Now scroll to bottom of report build page 9. Click RUN to run your report it will open a second internet window for you to see results of the report. 10. Print this report and attach with any payments sent to SOA/State we recommend this report be kept with banking documentation too, to reflect money banked for this period. If any athletes you have renewed are missing from the report, check the athlete has been renewed properly. NB: In SA and TAS athletes 18 years and under will not pay subscription fee. In 2011 this equates to athletes with a Year of Birth between 1993 and 2010. SOMS User Guide June 2011 9 of 31
Step 4B. Re-running SAVED REPORT Subscription Payment Report A saved report can be EDITTED and reused each month with a slight change to dates. 1. Click on Associations in the left hand menu and then click on Registered Athletes 2. Click on Reports button in the left hand menu under the name of the Association (Region)l 3. Click on Members and Configure under Advanced Member 4. Scroll to bottom of page to Saved Reports list 5. Select the Subscription Payment Report from menu and Click EDIT 6. Change the date range for in SEASONS a. Date Player created in Season apply filter of BETWEEN and enter data entry dates for payment report 7. Set your Sort options 8. Click RUN to run your report it will open a second internet window for you to see results of the report. 9. Print this report and attach with any payments sent to SOA/State we recommend this report be kept with banking documentation too, to reflect money banked for this period. If any athletes you have renewed are missing from the report, check the athlete has been renewed properly. NB: In SA and TAS athletes 18 years and under will not pay subscription fee. In 2011 this equates to athletes with a Year of Birth between 1993 and 2010. SOMS User Guide June 2011 10 of 31
New Fully Registered Athlete There are 5 steps to setting up NEW Athletes 1. Create main record 2. Add clubs (Sports) for the athlete 3. Update Season summary to show PAYMENT 4. Select athlete to receive Athlete Membership Card and Welcome Pack 5. Subscription payment report Step 1 Create Main Record 1. While in the Registered Athlete list for the region the Athlete is joining 2. Click on Members in the left hand menu to bring up the list of members. 3. Click on the Add Member icon in the top right hand corner. 4. Enter the details in the fields provided and click on Update Member. 5. The database (marked with a red asterix ) or SOA compulsory fields are: a. First Name b. Family Name Title case please c. Date of Birth must be correct d. Gender e. Address f. Suburb IN CAPS g. State h. Postal Code i. Phone either Home or Mobile don t forget area codes j. Emergency Contacts k. Parent or Guardians name l. Parent or Guardians phone or mobile m. Parent or Guardians email n. Medical Conditions MUST be ticked if the Athlete has a condition o. Any Allergies MUST be ticked if the Athlete has an allergy or any type p. Medical Notes should be entered in this section NOT in Notes q. Media Consent must be Yes or No NOT Blank r. Athlete Release must be Yes or No NOT Blank s. Code of Conduct must be Yes or No NOT Blank t. Date Medical Exam by GP is date of fitness statement u. Date member joined SO see date on form not data entry date v. Athlete Payment Method - This field is used to note dual memberships across more than one region; hardship case athlete; anything that relates to payment for 2011 season w. Athlete Amount Paid input NUMBERS only to show amount paid by athlete for 2011 season x. Athlete Date Paid input date of payment for 2011 Season y. Last Down Syndrome XRay Completed date of Xray for Athlete with Down Syndrome SOMS User Guide June 2011 11 of 31
6. The preferred fields are listed below: a. Middle Name b. Preferred Name c. Place of Birth d. Ethnicity e. Phone Work f. Email g. Medicare Number h. Pension Number i. Special Dietary needs j. Religious Objections to Treatment k. Requires Wheelchair Access l. Private Medical Insurance details m. Schools Attended n. Registered with SO Until o. How did you find out about us p. NOTES general notes about this athlete q. Employer and Employment Position if provided 7. These fields relate to NATIONAL or INTERNATIONAL GAMES only Athletes and not required for entry by Registrar. a. Passport Details b. GMS number c. Games Athlete Release Form d. No. of State Games Attended e. No. of National Games Attended f. No. of Junior National Games Attended g. No. of World Games Attended h. Interests/Hobbies i. SO Accomplishments j. SO Life changing details k. What SO means to Athlete l. What attending games means to Athlete m. WG profile n. Height o. Weight 8. Now click UPDATE MEMBER to save new record 9. Click on Display Details for new record to continue data entry. Now your athlete member is in the database they cannot be deleted. If this member already exists then a duplicate resolution will appear on your screen, choose the correct action offered carefully. If you accidentally create a duplicate record email the name and national number to jow@specialolympics.com.au for this to be deleted. The next step is to allocate Sports (Clubs) to this Athlete. SOMS User Guide June 2011 12 of 31
Step 2 Add Sports Clubs for the Athlete 1. Once you Created Member and click on Display Details a view of the new Athlete record will appear 2. Scroll to bottom of record /screen 3. Click on Edit Clubs button When in this screen below you need to 4. Click in ACTIVE column for the Sport CLUB, 5. Tick PARTICIPATES in 2011 Season for athletes 6. Tick PLAYER in Club for 2011 Season for athletes 7. Click on SAVE CLUBs and these will now list at the bottom of the Athlete or Volunteer record. Step 3 - Update Season summary to show PAYMENT 1. Click on EYE Ball in menu on left Navigation Bar to View New Athlete record 2. Scroll to bottom of record / screen 3. Click on Association Season Summary 4. Click on EDIT 5. Select Season of 2011 6. Tick Participates in this region 7. AGE Group is Automatic 8. Tick Player in Association 9. Tick Player Financial in Association IF THE ATHLETE HAS PAID FULL FEE 10. Click UPDATE SEASON SUMMARY NB: Hardship cases should be NOT be marked as financial as fee is waived for one year SOMS User Guide June 2011 13 of 31
Step 4 - Select NEW athletes to receive Athlete Membership Card and Welcome Pack (Athletes renewing will not require this step - current membership card is valid till 2013) 1. Click on SELECTIONS in menu on the left Navigation Bar 2. Select the ATHLETE REGISTRATION CARD Event from menu Click on JOIN THE EVENT 3. Select Athlete BATCH (match batch number to date) 2011 then Click on CONTINUE 4. Click Continue without Photo if there is a photo already on this record OR 5. Click on Upload Photo. 6. Browse for the location of the photo file on your computer and click on Upload. 7. Click and drag the dotted line box to select the image the size should fill the box and should display head and shoulders 8. Click SAVE Note: Photos should be in JPEG (jpg) format and must be less than 3Mb in size. 9. APPROVE the Selection by Clicking on (Not Yet Approved) - to APPROVE 10. Athlete Record is now renewed and a Registration card will be produced monthly and posted to athlete direct. Your Athlete Record data entry is now complete. Training Records There is a separate module for How to Enter Training Records. Competition Selection There is a separate module for How to Select Athletes for Competition. SOMS User Guide June 2011 14 of 31
Step 5 - Subscription payment report 1. Click on Associations in the left hand menu and then click on Registered Athletes 2. Click on Reports button in the left hand menu under the name of the Association (Region)l 3. Click on Member Reports and lower screen will refresh 4. Select the fields as show here to be displayed in your report by clicking the check box on left 5. Active = Yes means you will only list registered athletes 6. Other Fields NB: If running report at State Level tick Custom Text Field 6 (which is Payment Method); Custom Number Field 1 (which is Athlete Amount Paid) and Custom Date Field 1 (which is Athlete Payment Date). SOMS User Guide June 2011 15 of 31
If running report from REGION level also include this field under OTHER FIELDS to identify any NEW Athletes: If running from STATE level also include this field under OTHER FIELDS to identify any NEW Athletes: 7. Seasons = 2011 8. Season Player Financial = YES for all financial athletes. 9. To just list in your report those that have joined or renewed apply a date filter to Date Player created in Season enter the dates of your data entry period. 10. Set your sort options 11. Click RUN to run your report it will open a second internet window for you to see results of the report. 12. Print this report and attach with any payments sent to SOA/State we recommend this report be kept with banking documentation too, to reflect money banked for this period. If any athletes you have renewed are missing from the report, check the athlete has been renewed properly. SOMS User Guide June 2011 16 of 31
Athlete Member Duplications What happens if I try to enter an Athlete that is already in SOMS? 1. After entering details click UPDATE MEMBER a Duplication Message will appear. 2. Click on RESOLVE DUPLICATE 3. The duplicate resolution will display the new record just created (Problem Record) beside the existing record (Suggested Match) for this Member. 4. Read your options carefully, in this example you would either select Option 2 THIS IS THE SAME PERSON (KEEP EXISTING DATA) OR Option 4 OOPS, DELETE THIS PERSON What do I do if an Athlete member participates in sport across more than one region? Example: Athlete plays Basketball with Sydney West Region same Athlete swims with Macarthur Region. Athlete was originally a member of Sydney West. 1. Sydney West would enter/update the Athlete Registration details 2. Sydney West or Athlete would need to provide Macarthur with Athletes Name, Gender & DOB. 3. Macarthur would ADD Athlete Member but only enter compulsory fields which are Name, Gender and Date of Birth and State. 4. When Macarthur click UPDATE MEMBER a Duplication Message will appear. 5. Click on RESOLVE DUPLICATE 6. The duplicate resolution will display the new record Macarthur tried to create (Problem Record) beside the existing record (Suggested Match) for this Member. 7. Read your options carefully, in this example you would select Option 2 THIS IS THE SAME PERSON (KEEP EXISTING DATA). This message will appear on screen - Click OK 8. This Athlete Member will now exist under both regions but as ONE RECORD! 9. Recording Athlete Fees - this athlete should only pay 1 registration fee to original region. 10. For Originals region scroll to bottom of the record and click on Association Season Summary and click on 2010 11. Tick Season Player Financial when athlete has paid full registration fee $70 / Second region DOES NOT tick Season Player financial leave this unticked. 12. For Original region Scroll to Other Fields- enter the amount paid in Athlete Amount Paid 13. For 2 nd region Scroll to Other Fields and leave amount paid as $0 14. In Other Details Athlete Payment Method Field and type in DUAL MEMBER WITH ### REGION 15. For Original region Scroll to Other Details Athlete Payment Date Field and enter date paid 16. For 2 nd region Other Details Athlete Payment Date should be blank 17. Link the athlete to the Sports Club in second region SOMS User Guide June 2011 17 of 31
What do I do if an Athlete member moves from one region to a new region? Example: Athlete moves from Sydney West Region to Macarthur Region. 1. Sydney West would make the athlete INACTIVE and record in NOTES moved to XXX region. 2. Sydney West or Athlete would need to provide Macarthur with Athletes Name, Gender & DOB. 3. Macarthur would ADD Athlete Member but only enter compulsory fields which are Name, Gender and Date of Birth. 4. When Macarthur click UPDATE MEMBER a Duplication Message will appear. 5. Click on RESOLVE DUPLICATE 6. The duplicate resolution will display the new record Macarthur tried to create (Problem Record) beside the existing record (Suggested Match) for this Member. 7. Read your options carefully, in this example you would select Option 2 THIS IS THE SAME PERSON (KEEP EXISTING DATA. 8. This Athlete Member will now exist under both regions but as ONE RECORD! 9. Link the athlete to the Sports Club What do I do if an Athlete is paying annual registration fee in installments? 1. To record these payment details open the athlete record 2. Scroll to Other Details Athlete Payment Method Field and type in the number of instalments and the word instalments eg: 4 INSTALLMENTS of $17.50 3. Scroll to Other Details Athlete Payment Date Field and enter the date of latest instalments 4. Once completed payments tick Season Player Financial under Assn Season Summary What do I do if Athlete is from Affiliated Group registers to become a Full SO member 1. Search for the Athlete and open their record for editing 2. If an affiliated group athlete complete registration form and submits $70 3. Enter all their personal, contact, financial (see below), medical and other details 4. Remove the tick from Affiliated Group Athlete 5. Ensure Affiliated Group is listed in How did you find out about us 6. Update clubs to show sports they will participate in 7. They should remain a member of the affiliated group club 8. Update Payment Method to say SO FULLY REGISTERED ATHLETE 9. Update payment date and payment amount 10. Tick Season Player Financial under Assn Season Summary How to show Athlete Representatives on Committee in your Region 1. Search for the Athlete and write down their full name, gender, date of birth, suburb and state 2. Return to Registered Volunteers 3. Click on Members and Click on Add a Member 4. Set up duplicate record for athlete 5. TICK Official then ONLY enter full name, gender, date of birth, suburb and state 6. Click on Update Member - A duplicate resolution screen will appear. 7. You should select This is same person keep existing data but check carefully before choosing 8. This will then bring across all details for the athlete and create a volunteer record. 9. Update changes make sure Official is ticked in main record 10. Click on EDIT Clubs at bottom of their individual record 11. Click to select State Committee and Tick Participates in Year Save Clubs 12. Click on View Types - Click on Official Tab Click on Add New Position 13. Tick Active - Ignore Type - Select Position Athlete Representative 14. Enter the date they were elected to this role. 15. Ignore Registration Number 16. Click on Update Position SOMS User Guide June 2011 18 of 31
How to show Athlete as Coaches in your Region 1. Search for the Athlete 2. Write down their full name, gender, date of birth, suburb and state 3. Return to Registered Volunteers 4. Click on Members and Click on Add a Member 5. Set up duplicate record for athlete 6. TICK COACH then ONLY enter full name, gender, date of birth, suburb and state 7. Click on Update Member - A duplicate resolution screen will appear. 8. You should select This is same person keep existing data but check carefully before choosing 9. This will then bring across all details for the athlete and create a volunteer record. 10. Update changes make sure Coach is ticked in main record 11. Click on EDIT Clubs at bottom of their individual record 12. Click to select SPORT CLUB and Tick Participates in Year Save Clubs 13. Click on View Types 14. Click on Coaches Tab 15. Click on Add New Position 16. Click to Tick Coach Active for all coaches 17. Enter the accredited course coach registration number (no need to enter Instructor rego number) How to show Athlete as Coaches in your Region continued 1. Click on Update Coach Member Type. 2. To add an Accreditation Qualifications, click on Add New under Accreditations 3. Click on Active 4. Select from Type to select the Sport 5. Select from Level to select Course Level accredited in 6. Select from Accreditation Provider to select who coach qualified with 7. Enter the start date the date the coach was accredited 8. Enter the end date the date the accreditation expires if valid 9. (Application date can be used if athlete is in the process of becoming accredited) 10. Click on Update Accreditation How to record Athlete Suspensions on SOMS 1. Click on Search Icon Enter the search details and 2. Click on SEARCH 3. Click on the Surname to open the Athlete record 4. Remove the tick from ACTIVE 5. Type into notes ATHLETE SUSPENDED FROM {insert date} TO { insert date} by SO State Once suspension is lifted make the athlete active again and Type into notes ATHLETE SUSPENDED LIFTED by SO State {INSERT DATE} SOMS User Guide June 2011 19 of 31
Affiliated Group Athletes Affiliated Group Renewal and New applications - Paperwork Please ensure all applications forms are completed, with all group details, sport, venue location, closest region to link to; CDC managing account; form signed by affiliated group, names, DOB, gender and sport for each athlete. Please mark on the form whether this is a New or Renewing group. Send a copy of this form to Jo Watts jow@specialolympics.com.au or F: 02 8732 1629. Jo Watts will arrange for a welcome letter, certificate and pack to be posted to the contact of the group. Jo Watts will also create the affiliated group on SOMS. Only after this has been done can you enter the athletes on SOMS. Data Integrity We want to be sure the integrity of the data is managed and maintained. Please ensure you carefully enter or edit any details on the database. There are a few rules we ask that you adhere to when entering data: First name and Surname must be entered in Title case eg: First letter in capitals and all others lower case eg: Elizabeth A sport must be selected under clubs Entering NEW Affiliated Group Athletes The Affiliated Group Athlete registration form should have the basic details of the athletes, such as name, address, date of birth and gender. This must all be entered into SOMS. It is recommended you search for your athletes before data entry just to ensure they are not already a listed on SOMS. Add a New Affiliated Group Athlete 1. Search for your athletes by part of name before entering. 2. Click on Associations under Region Name 3. Select Registered Athletes Association 4. Click on the Affiliate group CLUB name (which set up by Jo Watts) 5. Beneath this click on Members in the left hand menu to bring up the list of members. 6. Click on the Add Member icon in the top right hand corner. 7. Enter the details in the fields provided and click on Update Member. 8. The database (marked with a red asterix ) or SOA compulsory fields are: a. First Name b. Family Name Title case please c. Date of Birth must be correct d. Gender e. State f. Media Consent must be NO g. Remove tick from Mailing List h. How did you find out about us must be AFFILIATED GROUP i. Affiliated Group Athlete MUST be ticked j. Payment Method field type AFFILIATED GROUP ATHLETE k. Date member joined SO see date on affil application form not data entry date 9. Click on Update Member. SOMS User Guide June 2011 20 of 31
10. Once you click on Update Member this screen will appear 11. Click on Display Details for Member Name 12. Scroll to the bottom of the Athlete member record and you will see a button Edit Clubs click on this 13. The ticks will be present for the affiliated group 14. Add ticks to the sports that this group will partake in (eg Aquatics) 15. There is no need to make any changes to Association Season Summary all affiliated group athletes should only have Season Name of 2010 and Participates in this Season Yes all other fields No. Your athlete record is complete. Now your athlete member is in the database they cannot be deleted. If this member already exists then a duplicate resolution will appear on your screen, choose the correct action offered carefully. SOMS User Guide June 2011 21 of 31
Affiliated Group Athletes - Renewals At the start of the year each Affiliated Group is required to renew by completing the forms and listing the athletes that will participate for the new year/season. These forms should be sent to Jo Watts who will send a re-affiliation welcome letter, updated certificate and calendar of ribbon days and come and try days for that state for the new year. The CDC will then need to check the list of athletes with those on SOMS. Any athletes listed in SOMS and on new year renewal form should be renewed on SOMS. This group can be can be renewed as one group. Any athlete not listed on the new year renewal form should be archived before renewing rest of the group. To Rollover all Affiliated Group Athletes to new Season 1. Click on STATE then REGIONS and select the region. 2. Click on Associations in the left hand menu and then click on Registered Athletes 3. Click on CLUBs and select the Affiliated Group Club to be renewed 4. Click on Members in the left hand menu under the name of the Association (Region), to see a list of all members that belong to that body. 5. Set the Filters to Showing Season 2010 / All Age Groups / Association Status of Active and click FILTER 6. Archive Athletes no longer listed as part of this group. (see section of Archiving for this) 7. ARCHIVING must be done before any group renewals. 8. Refreshed list of athletes for this Affiliated Group will appear. This is the list that will be renewed (rolled over) into season 2011. 9. Click on ROLLOVER button which is top right corner of the screen 10. Select the Season To rollover into which will be 2011 11. Tick Include ALL records in Rollover 12. Tick Include Club Records in Rollover 13. Tick Make Selected members Active In Association during Rollover 14. Click Show Members for Rollover 15. Look to the far right column to remove the tick form anyone not to be rolled over 16. Scroll to the bottom of the screen 17. Tick both boxes shown and click UPDATE 18. It may take a few seconds then all will be updated to added to Season 2011 19. Clubs should be updated and rolled over to 2011. SOMS User Guide June 2011 22 of 31
What do I do if Affiliated Group Club Contacts change 1. The correct contact should be listed in SOMS 2. Log into SOMS, got to Associations, Select Registered Athletes, Click on Clubs and Click on the club to be update 3. Click on CONTACTS 4. Click on arrow next to name or position of the contact (eg: President ) 5. Change/Add details and click SAVE SOMS User Guide June 2011 23 of 31
What do I do if Athlete is from Affiliated Group registers to become a Full SO member 1. The athlete MUST complete a New Subscription form which can be downloaded from web - Get Involved / Athlete / Click on Subscription Form http://specialolympics.com.au/images/soa/policies/athlete%20new%202010.pdf 2. This form completed and $70 subscription should be posted to the appropriate Registrar to update the record 3. This is what they will do: a. Search for the Athlete and open their record for editing b. Enter all their personal, contact, financial, medical and other details c. Remove the tick from Affiliated Group Athlete d. Update clubs to show sports they will participate in e. Retain the membership of the affiliated group club this will allow for reports to show how many affiliated group athletes convert to fully registered athletes f. Update Payment Method to say SO FULLY REGISTERED ATHLETE g. Update payment date and payment amount Archive Affiliated Group Athlete 1. Search for the Athlete and open their record for editing 2. Remove the tick from Active in Association 3. Leave the tick in Affiliated Group Athlete 4. Update Record 5. Scroll down to Clubs and click on EDIT CLUBS 6. Remove all dots from active for all sport and Click on the inactive for these sports (only delete from CLUB if it was an error) 7. Update Clubs Note: Members cannot be deleted. Members can only be changed from active to inactive, and vice versa. What do I do if Athlete is from Affiliated Group is ALSO a Fully Registered SO member 1. The athlete MUST complete a New Subscription form which can be downloaded from web - Get Involved / Athlete / Click on Subscription Form 2. This form completed and $70 subscription should be posted to the appropriate Registrar to update the record 3. This is what they will do: a. Search for the Athlete and open their record for editing b. Enter all their personal, contact, financial, medical and other details c. Leave the tick in Affiliated Group Athlete field d. Update clubs to show sports they will participate in e. Retain the membership of the affiliated group club this will allow for reports to show how many affiliated group athletes convert to fully registered athletes f. Update Payment Method to say SO FULLY REGISTERED & AFFILIATED GROUP ATHLETE g. Update payment date and payment amount h. Update Association Season Summary - Season Name = 2011 / Participates in this Season = Yes / Player in Association = Yes / Player Financial in Association = Yes SOMS User Guide June 2011 24 of 31
Affiliated Group Athletes by region Report To show Affiliated Group athletes apply filter Active Record = Yes To exclude Affiliated Group athletes apply filter Affiliated Group Athlete = Yes 1. Log in at State or Region Level 2. Click on the Reports icon. 3. Select the type of report you wish to generate Detail Reports - Member Reports 4. Make selections of which fields to include and apply filters are shown below 5. Select the fields as show here to be displayed in your report by clicking the check box on left 6. Active = Yes means you will only list registered athletes 7. Other Fields - Affiliated Group Athlete = YES 8. Seasons = 2011 and 9. Season Player Financial should be NO for all Affiliated Group Athletes 10. Affiliations tick State Name and Region Name to display these details 11. Tick Association name and to prevent listing Athletes that are also Volunteers (i.e. less duplication) add Filter to Association name of *athlete* 12. Tick Club and add Filter *affil* to prevent duplication. 13. Set your sort options then click RUN report NB: also sort by State Name, not State in the Contact details. 14. Click RUN to run your report it will open a second internet window for you to see results of the report. SOMS User Guide June 2011 25 of 31
Affiliated Groups by region Report 1. Log in at State or Region Level 2. Click on the Reports icon. 3. Select the type of report you wish to generate Detail Reports Club Reports 4. Make selections of which fields to include and apply filters are shown below Filter of *affiliated* Then select fields you wish to show details for SOMS User Guide June 2011 26 of 31
Athletes Grouped by Team If a region has specific teams for a sports club these can be created within the Sports Club. If an affiliated group has more than one team the athletes they can be further linked into the Teams. Step 1 Setting Up the Team. 1. Click on Associations under Region Name 2. Select Registered Athletes Association 3. Check whether the Team already exists the FILTER must be changed to ALL Seasons to view Teams if no team exists then 4. Click on the Sports OR Affiliate group CLUBS name that the Team belongs to a. Eg: Green Road Special School for Affiliated Groups b. Eg: Sport Aquatics to set up swimming groups/teams 5. Once in the club view click on Teams in the left hand menu to bring up the list of teams. 6. Click on ADD NEW TEAM Icon top right hand side of screen 7. Enter the new Team name and details in title case 8. Click on SAVE TEAM. Note: Teams cannot be deleted. This operation can only be done by the Association. Step 2 Adding Athletes to the Team 1. Click on the Name of the Team you want to add a member to. 2. Click on the Add Member icon. 3. Select the athletes names from the left column and add to the right column 4. Click UPDATE NB: To remove players from team, click on their name in right hand box & click on Remove button. Edit Team Details 1. Click on Teams in the left hand menu. 2. Click on the name of the Team you want to edit. 3. Click on the Edit Team icon in the top right hand corner. 4. Update the Team details and click on Update Team. View Team Members 1. Click on Teams in the left hand menu. 2. Click on the Name of the Team you want to view members for. 3. A new level will appear in the menu for that Team. Under the name of the Team, click on Members. The list of members in that team will appear. SOMS User Guide June 2011 27 of 31
TRAINING RECORDS Who can enter training records? How this is entered is up to the state and regions to decide it can be the coach, team manager or region volunteer. Suggested Methods 1. By Coach: SOA can provide a login to coach to login to SOMS and enter and update the Athletes in their Sports Club s training records, daily, weekly or monthly at a time suitable to them. Coach will need to make contact with Jo Price to attend a 30minute phone training course and receive user name and password. 2. By Team Manager: SOA can provide a login to Team Manager to login to SOMS and enter and update the Athletes in their Sports Club s training records, daily, weekly or monthly at a time suitable to them. They may also need to print / email reports to their regional coaches each week for them to record training records on and return by post/email to the Team Manager to then enter once a month Team Manager will need to make contact with Jo Price to attend a 30minute phone training course and receive user name and password. 3. By Regional Registrar: Regional Registrar would need to print / email reports to their regional coaches each week for them to record training records on and return by post/email to the Regional Registrar to then enter once a month Step 1 Find Athlete Records If while collecting training records you are informed of a phone or address change please update athlete record. 1. Log into SOMS 2. Click through till you get to Registered Athletes Association 3. Click on CLUBS and select your Sports Club 4. Click on MEMBERS in left Nav Bar 5. Click on Surname of Athlete 6. OR Search by name or part of name Step 2 Enter Training Records 1. View Athlete record 2. Click on TRAINING RECORDS in left side Navigation Bar 3. From Select a Test menu select your Sport eg Basketball 4. Click on ADD TEST (Test = Training Record) This screen below will appear. 5. Tested By = Coaches Name (MANDATORY) 6. Date Test Taken = Date of Training/Game (MANDATORY) SOMS User Guide June 2011 28 of 31
Step 3 Enter Performance Details for Athletes (not mandatory) 1. For each Sport there are fields available to enter the detail of scores/times/distances etc 2. It is not mandatory but is preferred (it will be required for the selected National and World Games Athletes). Time Format is HH:MM:SS:10S:100S Example: 01:20:35:05:087 Split times by a colon : Step 4 Saving and Next Athlete 1. Click Update Training Record once complete. 2. Click on Club Name or Registered Athletes and Members in left Nav Bar 3. Click on MEMBERS in left Nav Bar (then repeat steps for next athlete). SOMS User Guide June 2011 29 of 31
Training Attendance / Details Report 1. Log Into SOMS 2. Click through to Athlete Association / Click through to Sports Club 3. Click on the Reports icon. 4. Click on Fitness Test Reports (Training Records) the lower half of the screen will refresh then 5. Select a Fitness Test (Sport) 6. Click to tick the fields to be included in your report Date of Test (Training) / Tester (Coach) 7. Select your sort options then RUN Report SOMS User Guide June 2011 30 of 31