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How to use the race management system

Overview

This is not a substitute for writing the results on paper! During the race it is definitely advisable to write the results down. All sorts of things could go wrong with a computer – when it works it will be brilliant, but you definitely need the paper backup.

The system runs on a web browser on any smartphone or computer with no need to install any software.

There are six parts to the system:

Sign-on

To sign-on for the next race:

After the day's racing, click the "Sign-off" button next to your details

The sign-on sheet is automatically cleared first thing in the morning after each race.

If you realise after clicking "Sign-on" that there is a mistake, tell the race officer, who will be able to correct the mistake in the race start list. It may be helpful to sign-on a second time, taking care to get the details right this time so that the race officer can simply delete the first (incorrect) entry and not have to type in the correct details.

It's really important to make sure that you always sign on with the same name. The sign-on names are automatically used in the race results and the computer doesn't realise that Robert Smith, Robbie Smith and Bob Smith are all the same person.

It's also really important for crews who sail together to consider carefully how they sign on. This is best explained with examples. If Alice and Bob always sail together, with sometimes Alice helm and sometimes Bob helm, they could sign on strictly as helm and crew and the system could be set up to realise that Alice and Bob are the same team as Bob and Alice. However, supposing Christine and David always sail together and Christine is an experienced sailor who always helms and David always crews. They also enter a pro-am race with David as helm and Christine as crew. In this case Christine and David is definitely not the same as David and Christine. So the system is set up to not combine the helm and crew, so if Alice and Bob don't want to be competing against each other in a series they must always sign on the same way round.

Race Officer

This page is for the race officer to manage individual races.

Race

The simplest sequence of actions to run a scheduled race is:

  1. Navigate to the "Race Officer" page, then to the "Race" page
  2. Click the "Load sign-on sheet" button
  3. When prompted click "OK" to load the sign-on sheet
  4. Click the "Select race" button
  5. Click the "Scheduled race" button
  6. Find the race in the colour coded list - it should be green
  7. Click the "Select" button
  8. At the prompt click "OK" to start the 5 minute countdown 15 seconds after clicking the button
  9. The system will lead you through the race start sequence
  10. Once the race is underway, as each boat completes a lap, click the "Lap" button
  11. During quiet moments fill in the race summary table displayed below the results table
  12. When the race is finished, click the "Finish race" button
  13. If not already completed, complete the race summary
  14. Click "Publish results"
  15. If there is another race, click the "Display race start list for next race" button

More detailed descriptions of what each button does are below.

Where possible the system will work without any internet access, but access is needed before the race to load the sign-on list and the race calendar, then at the end of the race to save the results.

If there is likely to be no connection at the race officer's location during the race, then load the sign-on sheet before leaving the club. At the end of the race the results will be stored locally and as long as the race officer's web page is displayed, the system will regularly attempt to store the results on the web. Watch the messages below the results table - the text will go green once all data is saved.

Button Purpose
Update race status

If there has been a change of plan (e.g. race cancelled), click this button to display a notice at the top of the sign-on page

Load sign-on sheet

Load the current sign-on sheet into the start list.

Edit fleet

This displays the "Add boat" and "Delete boats" buttons as described below.

Add boat

Add a new blank row to the table and select the boat class from the list then type in the sail number, helm and (if there is one) crew names.

If the boat is not on the list, select "*** NOT LISTED ***" and type in the class with the sail number. The form administrator will update the list to include the new class.

If the boat class is in the list there is no need to enter the PY number - the form will look this up for you. If the boat was not on the list, it may be on the RYA Limited Data List. There is a link to this list at the bottom of the page. If the boat is on that list, enter the PY value manually from the list. If the boat class is not on the RYA Limited Data List either, leave the default value there and tell the sailing secretary.

Select race

Takes you to the next page to select a scheduled race or a test race.

Scheduled Race

Displays the calendar of scheduled races. Find the race that is about to start, and when everybody is ready for the 5 minute warning, click the "Select" button alongside the race.

A window will pop-up asking for confirmation that the correct race has been selected. The 5 minute warning is due 15 seconds after clicking "OK".

Test Race

Test races are for race officers to practise using the system. Test races are managed just like a scheduled race, except that the details are deleted from the system after 7 days.

Enter the name for the test race. Any combination of letters and numbers is allowed, but punctuation marks or other symbols may cause unpredictable results. The race name should be unique, so a suggestion is to include your own name in the test race name.

Click "Start" and a window will pop-up asking for confirmation that the correct race has been selected. The 5 minute warning is due 15 seconds after clicking "OK".

Once "Start" has been clicked

At each warning point (5 minute, 4, 1 and "Go") beeps will sound for 5-4-3-2-1-Now and the display will show what is to be done (e.g. "Class flag up"). N.B. On some devices the beeps may be delayed, or possibly even not sound at all.

When each boat completes a lap, click the "Lap" button next to the boat.

If a mistake is made, e.g. Lap button clicked too late, or twice, or for the wrong boat the lap times can be entered, cleared or corrected manually.

Once all boats have finished, click the "Finish Race" button.

During the race, a form is displayed asking for various pieces of information about the race, e.g. wind direction, course etc. These are all optional free text fields, but it is important to fill in at least the race officials names' correctly as duties can earn series points.

When the "Finish Race" button is clicked the form is displayed again. When the information is entered, click the "Publish Results" button.

Edit results

Select a recent race using the same method as for displaying results and then edit it. The changes are not saved automatically - it is the user's responsibility to click "Save" regularly. If mistakes are made while editing, clicking the "Undo" button will allow changes to be undone back as far as the most recent save.

A race officer can only edit recent races up to a configurable period old, by default 16 days. This is long enough for the race officer to enter the results of a race recorded on paper or to make corrections to the results after a problem has been spotted.

The race administrator can edit any past race results, so that corrections can be made that weren't spotted immediately.

Display Results

Click the link to display the Race Results.

Button Purpose
Watch current race

Displays the results of the race that is currently taking place. The display is automatically updated every minute.

Display most recent completed race

Displays the results of the most recent completed race This could be a scheduled race or a test race.

Beneath these two buttons are three columns of buttons:

Column Purpose
Season

Click the button for the season you want to display results of scheduled races, or "Test Races".

Series or Test Races

If Test Races was clicked, this column will display a button for each Test Race run in the last 7 days.

If a season was clicked, a column of buttons for the series of races for that season are displayed.

The first button is "Combined season results" which will display the results of the whole season as if it was a single series of races

The rest of the column is a button for each series.

Race

Once the season has been clicked, a column of buttons for the series of races for that season are displayed. Each race that has taken place has a button, races that have not taken place just have the race name as plain text.

Display Handicap Results

Click the link to display the club handicaps and race results calculated using club handicaps.

Display Handicaps

Display handicaps based on the previous season's results, with columns calculated according to the following rules:

Original PY

The PY as used for the official results. Most are as published by the RYA with some added or changed by the administrator on the configuration screen.

RYA Boat PY

The PY for individual boats and helms as calculated based on last season's club results according to the RYA rules for calculating PY values. Each race used must fulfil the following criteria:

  • Needs to have 4 or more finishers
  • Must have more than one Class
  • The average corrected time for the finishers counted must be greater than 20 minutes

The PY value is calculated as follows:

  1. For each race in the season:
    1. Calculate the average corrected time of the top 66% of finishers
    2. Select all the boats that finish within 105% of the top 66% average corrected time
    3. Calculate the average corrected time of the second set of boats
    4. For each of these boats calculate the PY value needed to make it finish in the average corrected time.
  2. Finally, for each matching pair of boat class and helm in all races calculate the average PY
RYA Class PY

The PY as calculated based on last season's club results according to the RYA rules for calculating PY values.

Each race must fulfil the same criteria as for the "RYA Boat PY" and the PY values are calculated using the same numbered steps. The final stage is to calculate the average PY for each boat class, ignoring the helm.

Club Boat PY

Calculated using the same method as "RYA Boat PY" but the 105% limit is extended to 125%.

Club Class PY

Calculated using the same method as "RYA Class PY" but the 105% limit is extended to 125%.

Races

The number of races completed by each boat during the previous season

Individual PY

Calculated using the same method as "RYA Boat PY" but the 105% limit is extended to 500% to include all boats regardless of how bad the race was.

Races

The number of races completed by each boat during the current season, if they competed in the previous season.

Individual PY

The individual PY for this season, calculated using the same method as the individual PY for the previous season.

Any races

The improvement in PY between seasons ignoring how many races were entered.

>= 3 races

The improvement in PY between seasons if at least 3 races were entered in each season.

>= 5 races

The improvement in PY between seasons if at least 5 races were entered in each season.

Note that the column headings which are underlined can be clicked to sort the table by that column. Click again to reverse the sort order.

Display Handicap Results

Displays race results recalculated to use any of the following sets of PY numbers:

Display Calendar

Click the link to display the calendar for the current season.

Race Administration

This page must only be accessed by the Sailing Secretary or race management system administrator.

It is used to edit the race calendar, to import race results from files or to edit race results. In future releases it will also allow system configuration.

Import results

Import race results from a CSV file. The first row of the file must contain the column headings. They can be any mix of upper and lower case and in any order, except that the lap times must come last

Valid column headings are:

Edit results

See above

Calendar Administration

The calendar is stored in three parts:

At any time during a season the next calendar can be created and edited. Once the current season has finished, the "Rollover" button can be clicked. This will:

Button Purpose
Display the calendar

Displays the combined set of calendars with filters at the top of the table.

Edit the current calendar

Edit the calendar for the current season.

Create the next calendar

Create a new calendar for the next season. This can be created at any time during a season and edited many times before rolling over between seasons.

Edit the next calendar

Edit the calendar for the next season.

Rollover calendars

Between seasons, if the next calendar has been created the current calendar will be combined with any previous calendars and the next calendar will become the current calendar, ready for next season.

Configuration

Configuration is described in full on the configuration page, with no further help here.

Download RYA

Download race results for submission to the RYA.

Select a race or race series to create and download a file containing the race results in the right format to upload to the RYA website.

Unfortunately the RYA changed their file format part way through the development of this feature. As of winter 2022/2023 the files require a small amount of manipulation before uploading. Races where not all boats complete the same number of laps give slightly odd results. The RYA technical support team have been asked for help but not yet been helpful. Once the file format has been fully defined by the RYA the scripts will be updated so that no additional manipulation is required.

Web Master

Race results can be displayed directly from a link without having to go through the selection.

On the end of the URL for the results page add:

?season=season&series=series&race=race

e.g. to go straight to the normal results page the URL is:

https://rms.langstonesc.org.uk/public/results.html

To display season 2021, series Autumn, race 1 the URL is:

https://rms.langstonesc.org.uk/public/results.html?season=2021&series=Autumn&race=1

For one off races, e.g. Moonlit, you still need the race field but no race number:

https://rms.langstonesc.org.uk/public/results.html?season=2021&series=Moonlit&race=

For races with spaces in the names, the space should be replaced with %20, so Langstone Regatta is:

https://rms.langstonesc.org.uk/public/results.html?season=2021&series=Langstone%20Regatta&race=

Punctuation marks also need replacing with a % code. The apostrophe in Bart's Bash needs to be %27

https://rms.langstonesc.org.uk/public/results.html?season=2021&series=Bart%27s%20Bash&race=

Remembering the %20 for space and %27 for apostrophe etc. is obviously tedious, but if you type "Bart's Bash" into the address bar of Chrome or Edge they convert it into the right format which can be copied.

N.B. The scripting feature used to parse the URL is supported by many versions of all web browsers except for Internet Explorer. If the parsing is not supported the normal results navigation page is displayed.

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