1. In a nutshell instructions
1. Copy the most current files from floppy, if there are any, to the WinTD directory
2. Start WinTD
3. Get the Preference Set so all reports and pairing choices will be as we desire.
4. Open the current tournament file
5. Immediately save the file back using Save As and renaming appropriately.
6. Update the Advance Bye Sheets from the phone.
7. Enter any new players into the appropriate sections.
8. Back fill byes for any new players
9. Verify that the byes in the program match the Advance Bye Sheet.
10. Save the file
11. Pair the round
12. At the end of the night, update all results, save the file and print a crosstable so there is at least one hard copy around should we need it of who has played who in the tournament so far.
13. Close the program.
14. Backup the tournament file to the disk that always remains at the club.
15. Make any additional disk copies as needed (for sending to the person doing the web update)
2. Primary Rules to ensure safety
1. Always follow the naming conventions and procedures for the files.
2. Always update the round info in the computer before shutting down the computer for the night.
3. Always copy the round’s file from the computer to a disk before shutting down the computer for the night. This protects us against the computer not starting up the next time we go to use it.
4. Always print a crosstable of all the sections to be left at the club in case we need to recreate who played who for manual pairings.
5. Avoid the most common errors:
1. Forgetting to get the preferences before doing any work
2. When entering non-first round entries, immediately assign them their due byes for unplayed earlier rounds. If you miss someone, the pairings come out very wrong.
3. Forgetting to update the bye information from the Advance Bye sheets.
4. Beware multiple entries of the same person due to dragging and dropping them twice when you thought one didn’t really make it.
3. Files and Naming conventions.
1. The Tournament file should be saved to a new version name immediately after opening it so that you have the original available should you need it.
1. The Tournament file name shall have the form of yymmr# h or c in place of h where:
1. yy is the year
2. mm is the month
3. r is the letter r which means round
4. # is the round number
5. h or c denotes saved at the club or at home.
2. The following files should always be copied and kept together in the WinTD folder as they make up the current tournament configuration and information. These are also the files that need to be backed up.
1. Current Tournament File, example 9812r1c.pto which is December 98 round 1 club file
2. Master list of players - MCC_Mast.ppl
3. Preference file - MCC_Pref.prf
4. Team List - MCC_Team.ptl
4. Typical process for an event.
1. At 7:05, get all messages off the club phone. Make a judgement call on wether you will enter people who say they are planning to be there to play but may not make it in time to register. If the people are club members, take them at their word.
2. Register people from the phone or present by filling out pairing cards. Fill in:
1. Section in place of pairing number in the upper left corner
2. If a lable exists for the player stick the lable on the card in the spot for the players name..
3. If a lable does not already exist for the player fill in:
1. the name
2. address
3. USCF #
4. USCF Expiration and check that it is ok
5. Phone number
6. Email address
7. Birthday
8. Amount of USCF dues paid if any
9. Amount of Club dues paid if any
10. Amount of entry fee paid if any
11. Any amount owed, circle on the card so they can be tracked down later.
3. Sort the pairing cards into piles based on section as soon as they are finished being filled out.
4. For any player already in the event requesting a bye, fill in the Advance bye sheet with their name and back fill any byes for past rounds.
5. Before entering the players into the computer, sorting the cards alphabetically for all those with lables will make entry much faster. It is recommended that you enter all players with stickers first and then hand written cards as you will be able to quickly enter all the players with stickers from the club Master list all at once.
6. Enter the players into the computer
1. If the tournament has more than one section
1. If the tournament has Pre-Defined section boundries
1. Create the tournament if not already prepared in advance.
2. Create the sections.
3. Open the clubs Master list of players so that you can drag and drop players into sections instead of looking them all up in the Add a player window.
4. Create a window that will allow you to view all people registered. We will refer to this as the Check-In Window
1. Multi select all the sections
2. Go to Section then List Players - Combined sections
3. If the view does not show the information desired in the format desired, go to the Edit menu then Change Layout and either select a pre-defined layout or customize the layout using the screen presented. It is recommended that for the registration night, that you show all the names alphabetically with rating and section information. For later rounds, the round information to veiw byes is essential.
5. Proceed to enter people who are on the Master list into the proper section by dragging and dropping them.
6. Proceed to enter all people NOT on the Master list by doing a Player Add. Be sure to select the section while in the add window.
2. If the tournament has NO pre-defined section boundries.
1. Create the tournament if not already prepared in advance.
2. Create the sections.
3. Open the clubs Master list of players so that you can drag and drop players into sections instead of looking them all up in the Add a player window.
4. Create a window that will allow you to view all people registered. We will refer to this as the Check-In Window
1. Multi select all the sections
2. Go to Section then List Players - Combined sections
3. If the view does not show the information desired in the format desired, go to the Edit menu then Change Layout and either select a pre-defined layout or customize the layout using the screen presented. It is recommended that for the registration night, that you show all the names alphabetically with rating and section information. For later rounds, the round information to veiw byes is essential.
5. Open the Players window for the highest section.
6. Put all players into the highest section for now.
7. When you are ready to divide the players into different sections, Select a layout that shows all the players by Rating. This will most likely be available by clicking on the button that has a P with a checkmark. If not, go to the Edit - Change Layout menu to create the veiw.
8. Decide where to make the splits for each section by looking at the registered fields and a best guess at what range of players you might expect to get at round 2.
9. Drag and drop the players into their new sections. Remember to Multi Select a block of players to save time and effort when dragging and dropping.
10. Confirm you have moved people who want to play up into the correct sections.
11. Put out the board numbers needed. Place the numbers such as to try to give the highest boards in the tournament the most room at the tables and the quietest locations.
2. Only one section
1. Follow the procedure described for No Pre-defined sections but modify it as you go to account for there being only one section.
7. Last Check before Pairing
1. Make sure that pairing cards were filled out for Masters since you didn't take money from them and may not have filled out a card.
2. Double Check the that advance round byes from the sheet match what shows in the Check-In Window
3. Double Check that there are no "Unplayed" previous game results showing in the Check-In Window ( -U-) Usually this only happens if you forget to give a late entrant a bye for an earlier round.
4. Verify that previous round forfiets are "Checked-Out" on the Check-In Screen. This is done automatically by the program when someone forfiets.
5. Verify that anyone who was forfieted out and is being allowed to now play is Checked back in.
6. Verify that all people listed on the "Do Not Pair unless Present List" are checked in if present and checked out if not.
7. Verify that late entrants are assigned to the correct sections
8. On the Section Menu, select Assign Board Numbers so that board numbers will come out consecutively.
8. Pairing
1. Go to Reports - Output to Window
2. Multi Select the sections
3. Go to Section - Assign Board numbers and set the first board number.
4. Go to Section - Pair a round to pair all the selected rounds.
5. Go to Section - List Games combined sections to get all pairings on one sheet. Else, print out the pairing for each section one at a time. You probably want to turn off the output to window feature first.
5. Before announcing the pairings
1. Announcements
1. Welcome
2. Please be sure to fill out the sheet if you want to take a bye. The only legal ways to take a bye is by filling out the sheet or by leaving a message on the club phone before 7:00 of the night of play. We have cards available with the number to call. Please take some if you don't already have one.
3. Please give us your email address so we can put you on the club email list.
4. All advance round byes must be made before the start of round 2.
5. Time control is 40/90, SD/30
6. (First night only) Please do not start your clocks until we have made sure we have paired everyone.
7. Please make sure your clocks are wound
8. Please be sure to record your score and move immediately into the skittles room at the end of your game.
9. Please pick up after yourselves when your game is done.
10. You may start your clocks if you opponent is not here after you have set up you board.