NASP PRO USER GUIDE Updated 10/1/15 Contents NASP PRO USER GUIDE... 1 Overview:... 2 Listing your tournament on the website... 2 Setting up your hardware and software... 3 Managing the Registration process... 4 Participant Download and NASP PRO scoring software configuration... 5 Tournament Day... 7 Changing, Substituting, Removing Archers... 7 Adding a new archer... 8 Adding a New Team... 8 Processing Scorecards... 9 Posting Results on the Web... 11 Printing Invoice and Sending Payment... 12 1
Overview: It is HIGHLY recommended that you read and follow these instructions. It is best to print these instructions and have them available at your tournament site for reference. Phone support is available if you have any questions or problems with the NASP PRO software during your tournament. For nasp_pro and tournament day support For nasptournaments.org and online support Patrick O Connell Chip Quarles patrick.oconnell@outlook.com chipq@live.com 859-576-9578 502-229-2252 Items need to run and score a tournament Apperson/Datalink 1200 Scanner (available at http://apperson.com ) Apperson Datalink software (available at http://datalinkupdate.com/updates/nasp/win32 ) NASP PRO Software (available at http://nasptournaments.org/clientsoftware) Computer with MS Office/MS ACCESS (2007 or higher) Score Cards (available at http://naspschools.org/ordering) Target Face (available at http://naspschools.org/ordering) Listing your tournament on the website When: Several weeks/months prior to your intended tournament As soon as you have the dates set for your tournament, go to nasptournaments.org. Select. 1. Tournaments 2. List a Tournament 3. Create or Manage a Listing 4. Create Pro Listing Setup Record 5. Fill out the online form completely and submit for posting once you have verified the information. 6. Contact support@nasptournaments.org or chipq@live.com if you have any questions. 7. In a few days, you will receive an email with a link to review your tournament setup. 2
Setting up your hardware and software When: At least 2 weeks prior to your tournament. (or sooner) These are things that MUST happen prior to the tournament that nasptournaments.org cannot support on tournament weekend. The success of your tournament depends on these steps being completed WELL before your tournament. Step 1: You must install the software to allow the computer to communicate with the scanner. (do not connect your scanner to the computer until AFTER you install this software). The current version of the NASP datalink software is 1.4.0.0 If you already have NASP software installed on your PC, you can verify the version by opening the NASP software under Apperson Education Products on your PC, selecting Help then selecting About NASP. This software is from DataLink. This will only need to be done one time on the computer. To get the software, go to http://datalinkupdate.com/updates/nasp/win32/. On this page, you will find instructions about how to install this software. Please make sure you follow these instructions. This software is supported by Apperson Education Products. Customer support for Apperson is Monday Friday 10am 8pm ET. The phone number is 800-827-9219. VERY IMPORTANT. THERE IS A NEW VERSION OF THE DATALINK SOFTWARE AND FIRMWARE. IF YOUR DATALINK SOFTWARE WAS INSTALLED BEFORE 9/1/2015, YOU WILL NEED TO UNINSTALL THE NASP SOFTWARE LOCATED IN THE APPERSON EDUCATION PRODUCTS FOLDER AND THE INSTALL THE NEW VERSION USING THE INSTRUCTIONS BELOW. Step 2: You must update the firmware on your scanner. The current firmware version is NASP 5.4. It should display this on the scanner when the scanner is initially plugged in. To update the scanner firmware, simply follow the detailed instructions found at http://datalinkupdate.com/updates/nasp/win32/firmware/. Please make sure you follow these instructions. This software is supported by Apperson Education Products. Customer support for Apperson is Monday Friday 10am 8pm ET. The phone number is 800-827-9219 Step 3: The next step is to download the software that you will need for scoring. To get this software, go to http://nasptournaments.org/, log in, select 1. Software 2. Software 3. NASP Pro Scoring Software 3
4. NASP_Pro.accdb 5. Save As 6. Save to desktop as NASP_Pro.accdb This software was developed and owned by nasptournaments.org. If you have questions, you can submit them to support@nasptournaments.org. Or call the support numbers. Step 4: Microsoft Access The scoring program software requires Microsoft Access 2007 or higher to be installed on the computer to allow the software to work properly. Microsoft Office Professional (2007 and up) includes MS Access. It can be purchased several places online. This only needs to be done one time on your computer. This software is supported by Microsoft Inc. The free run time version of MS ACCESS does not support this product. Managing the Registration process When: About a week prior to you the start of your registration You should send an email to anyone you would like to invite to your tournament. Any coaches that have signed up for the notification service on nasptournaments.org will receive a notification about your tournament, but it is a good idea to send out your own notifications as well. During the registration period, monitor your tournament (see who signs up) and send reminders to coaches who have not yet registered. If you notice any incorrect information (wrong teams enter your tournament ), report that information to support@nasptournaments.org 4
Participant Download and NASP PRO scoring software configuration When: After the registration period closes A few days prior to your tournament, the registration period will close. As soon as your registration for your tournament closes, you should Log on to nasptournaments.org web site Go to your tournament page and click the administer button. Make sure the Pre-tournament tab is selected. Select the Participant Download button Select the Download button (if an error message appears, you will need to correct the issues before you can download. The typical errors are if archers have not been assigned to a flight or flight spot. You will need to either place the archer in a flight or remove the archer. When the save dialog box opens, select Save As Save the file as NASPArchers.csv and save it to your desktop (or to a location where you can find it again later). If you would like the ability to add schools on site at the tournament on tournament day, Go back to the Pre-tournament tab. If you do not do this step, you will not be able to add new schools on site at your tournament. o Select School Download o Select Download o Save the file as NASPSchoolList.csv Open the NASP_Pro database on your desktop. Select the Set Tournament Parameters button. Set the parameters for your tournament. The default is the national standard. Please note that these parameters should match the parameters used for the online registration phase of your tournament. If you are running an individual only tournament, you can set the MaxTeamSize parameter to 999. Once the parameters are set, you can close the form by selecting the close form in the top right corner of the form. This only needs to be done one time for the entire tournament. Select the Pre-Tournament Setup button. Set the Shooter ID to 4 or 5 digits based on the scorecards you are using. Select the Select file button for Participants and find and select the NASPArchers.csv file you saved in the step above. Select the Import tournament data, When it asks Are you sure you want to import new shooter information?, select Yes. You should get a popup that says All Shooters were successfully assigned to a lane. Select Ok 5
If you downloaded the school list: o Select the Select file button for School InFo and find and select the NASPSchoolList.csv file you saved in the step above. o Select Import Offical NASP School List o You should receive a message that says Schools Were Successfully Reloaded o Select OK Then click the close form in the top, right corner of the screen. This will return you to the main menu. At this point, you can select the Reports button. o Select the Roster for Each School/Div/Team o Review the report to make sure everything imported correctly and that everyone was assigned to a target. o You can also now print name tags and rosters. The name tags can be placed on the archer s shirt and/or on the scorecard. If placed on the scorecard, it MUST be placed in the signature area of the scorecard. It must not be placed in any of the bubble areas. The name tags are designed for Avery 8160 labels (3 wide by 10 down 30 labels per sheet label size 1 x 2 5/8 ). 6
Tournament Day On tournament day, the database is used for updating/changing archer information and processing scorecards, printing reports and uploading preliminary and final results. Changing, Substituting, Removing Archers Use this option if a coach has an archer in a flight spot and wants to make a change/correction. If the coach has 2 archers assigned to flight spots and would like swap the archers, there is no need to change anything in the system. Just tell the archers to use the card they were assigned and stand in the other archers spot. If more than 2 archers show up at a target, use the info on the card to determine who gets to shoot at that time. From the main menu: Select the Update/Substitute/Remove Shooter button. Enter the shooter number or name for the shooter you want to change in the Shooter_No field in the search criteria section of the form Select the Search button. If more than one result is found, you can navigate through the results by using the arrow buttons on the bottom of the form. When the record is displayed, just change the information on the form as needed and then close the form by selecting the close form in the top right corner of the form. Note only the information on the left side of the form is updatable. To remove the archer, just select the Remove Archer button. Just remember, once removed, that spot becomes available for another archer. Tell the coach to reflect the change by manually updating the information on the archers scorecard. 7
Adding a new archer Use this option if you are adding an archer that was not preregistered and you are not substituting for another archer. Note if you are adding an archer for a school and/or division that is not already in your system, you will need to add the Team using the Add a Team button on the main form before you add the archer. From the Main Menu: Select the Add a Shooter to an Empty Shooting Spot button. Select the flight that you want from the Flight dropdown in the search criteria section of the form. Only flights with open spots are displayed. Select the Find Vacant Slots button. Open spots from the flight selected will display in the bottom half of the form. If more than one result is found, you can navigate through the results by using the arrow buttons on the bottom of the form. Select the spot you want and make sure that all fields are filled in. Fill out a new scorecard for the archer Close the form. Adding a New Team In the past, any school could be added on site and archers from that school added to the tournament. Since NASP tournaments are restricted to NASP schools only, Only schools know to NASP (added to the official NASP database via the NASPBAI.ORG site or NASPTOURNAMENTS.ORG site are allowed to participate. From the Main Menu: Select the Add a Team button. Select the Country of the school you are adding from the Country dropdown. Select the State of the school you are adding from the State dropdown. Select the School you are adding from the School dropdown. Use the city in the dropdown to make sure you are selecting the correct school. Select the Division of the school you are adding from the Div dropdown. Select the Save Record button. You should receive a Team Added message. Select OK 8
Processing Scorecards While no longer required, it is highly recommended that you create a scorecard folder and store all of your scorecard files in that single folder on your desktop (or somewhere on your computer in a location you can remember and find easily). This only needs to be done one time for the entire tournament. After the cards for each flight are scanned, they should be exported and saved in this folder Step by step instructions for each flight on tournament day. This process needs to be followed for each flight. It is very important to make sure you reset and close datalink after each export (it resets datalink and will prevent cards from appearing in the database multiple times). Also, please make sure you put the ink cartridge in the scanner. That will allow the scanner to print the shooter number on the card and it can be verified for accuracy. During each flight, have someone count the number of archers shooting in the flight. At the conclusion of the flight (with the scanner and laptop connected) 9 1. Collect the scorecards 2. Count the scorecards (if the count does not match the expected number, find the missing card(s)) 3. Launch datalink (start, programs, Apperson education products, nasp, nasp) The NASP datalink should be displayed with column headings Shooter Number, Score, #10 s, #9 s, #8 s, #7 s, #6 s.. 4. Make sure the scanner is connected (green dot in lower left corner, message scanner connected ) 5. The scanner display should say data collection mode 6. Scan your first card, the laptop should now display values in all columns in the first row. (including each arrow score). Make sure the scanner prints the score info on the card (on the edge of the card just past the 10 s column. 7. If the laptop does not display this information, close datalink (do not save anything) and start over in step 3 8. Scan all of the cards (correct any card errors and write on the back of the card what was done to correct the problem ex blank row 4,3 bubbled zero or double bubble, 3,2 erased 10) 9. After the cards are scanned, make sure the processed count on the scanner display and the row count on the laptop match the total number of cards expected (from step 2) 10. If the numbers do not match and if the problem cannot be found/corrected, close datalink, do not save anything and start over in step 3 11. Check every card to make sure the shooter number printed by the scanner matches the shooter number on the label. If it is not correct, find the correct row in the datalink program and update the shooter number. If the error cannot be easily changed, delete the row that contains the bad record and correct and rescan the card. 12. If everything is okay, click export.
10 13. Save the file in your ScoreCards folder and name it based on the flight number (ex. Flight1.csv) then click save, click ok 14. Close the datalink program. This is very important to allow datalink to reset. 15. Open the MS access database (NASP_Pro.accdb). 16. Select Process Scorecards 17. Select the scorecard file you just exported. A scorecard file should only be imported one time. 18. Click on the Process Scores button 19. Verify that the total card totals for current file and all files is what you expect. 20. If any errors are displayed, correct the errors. a. Card errors must be corrected by selecting the Edit Cards button on the main menu. b. Archer errors must be corrected by selecting the Update/Sub/Remove Shooter button c. When all errors are corrected, proceed to step 21. 21. Select the Process Scores-for Rankings button on the Process scorecards screen. 22. If any error are displayed, go to step 20. 23. If no errors are displayed, Go to the reports screen and print what you need. 24. Close the access database. 25. Sort the cards by team (if possible). 26. Coaches Review a. Let the coaches review the roster with scores report, make sure they got scores for all archers they had compete (if not, they may have a misbubbled card or lost card, find and correct) b. Make sure they got scores for all archers they had compete (if not, they may have a misbubbled card or lost card. Find and correct) c. Let the coaches review the cards if they want but do not release the cards. (you may need them if an issue arises later) 27. When coaches approve the results, you can post results for the public if you wish.
Posting Results on the Web If you have an internet connection at your location, you are encouraged to post results online as frequently as possible. The process is pretty simply. From the Main Menu, select the Export Results button. Select the Select Folder button and select a folder location that is easy to find and remember. Select OK Select Export Results You should receive a message that says Export Successful Select OK Select Upload Results to Web link/button at the bottom of the form. Your browser should launch and you be taken to your tournament upload page. If not, select the Tournament Day tab for your tournament and select the Upload Results button. Select the Browse button for the team export. Select the NASPTeamResults.csv file exported earlier. Select Upload Team File Select the Browse button for the Individual export. Select the NASPIndResults.csv file exported earlier. Select Upload Individuals File Select Preliminary Results option if your tournament is still underway and select final if your tournament is completed. Select Upload. You should receive a message that the results were posted successfully. 11
Printing Invoice and Sending Payment After your final scores are processed and uploaded. It is time to print your invoice and submit your payment. You are billed at a rate of $1 per archer scored and uploaded. For example, if you had 300 archers register for your tournament and only 175 show up to shoot, you would be billed $175 for your event. If you do not upload final results, you will be billed $1 for every registered archer. Once the Participant Download file is downloaded, you are responsible for payment unless we are notified of an issue prior to the start date of your event. Log back in to your administrator page for your tournament at http://nasptournaments.org/ Select the After Tournament tab Select the View NASP Fee Invoice button Print the Invoice Mail the payment and a copy of the invoice to the address listed on the invoice (NASP, W4285 Lake Drive, Waldo, WI, 53093) 12