Importing OTB Entrants into TopYacht via Step 6a

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Background

TopYacht is designed to import the OTB entrants from TES.

The functionality of the OTB version is limited to handling the population of Series Entrants and subsequent amending those entrants.

Unlike the Keel Boat version, there is no functionality for handling or maintaining performance handicaps

Prerequisites

  • A TopYacht TES Interface licence;
  • An Internet connection to the computer hosting TopYacht
  • Knowledge of the TES User-name and Password (This will be supplied by TopYacht as part of the Club’s first-ever TES setup).
  • Knowledge of the TES Event ID (EVid) and TES Series ID (Sid) (See the article ‘TES Determining Event and Series ID’)

Part 1

Open the Registration Page. Admin | Database | User Registration:

  1. TES User Name (Supplied by TopYacht)
  2. TES User password (Supplied by TopYacht)
  3. http://topyacht.com.au/db/otb/excels/ty/get_ty_entrants.php
  6. http://topyacht.net.au/ow/otb_add_ents.php
  7. http://topyacht.net.au/tyres/
  8. TES Event_ID
  9. Update Year, and clear the Database (DB) Number

Part 2

Now, to make the changes to take effect, Close TopYacht then Re-Open it.

Open the Series Select Page… Series | Select a Series (Or TopYacht Menu Step 1)

Step 1

Enter the TES Series ID (SID) into

  • the “TES SE ID” column (red) OR
  • the “TES SIDs” column (blue). This option is used for multiple TES Series IDs on occasions where the entrants from several TES series are combined in one TopYacht Series e.g. “J24 Pre-Summer” AND “Dragon’s Pre_Summer”. Separate the SIDs with a comma.

When a Block Entry is used in TES, the TES system automatically populates the relevant TES ‘child’ series. Additionally, end-users may also enter at the child series level where they choose only to enter one series (and not a block of series).

Where block entry is used within TES, only use the child SE ID number in the black column.

Provide a unique “short name” for each series (red). This will become the file name of the downloaded list of entrants. So, make it short and series-specific e.g. “Cadet” for the cadet Division.

Part 2

This is for users who wish to only import specific classes into a series from a combined entrants list in TES.

Step 1 –

  • Open the Series Setup: Admin | Series | Set Up a Series
  • Click ‘Next’
  • Check the Offer: Import Listed Classes Only
  • Click ‘Close’

Step 2 –

  • Open the maintain option Standard | Maintain | For This Series : Edit Divisions in Series
  • Add / Delete classes as necessary so that the list only contains the list of classes to import.

Part 3

Other Important Considerations

Item 1: TES Boat IDs.

When you import boats into TES it will automatically import and match against the TES Boat ID. If the same boat is already in the TopYacht master list without the correct TES BID, the boat will be imported a second time. It is best to start using 6a in a new database without any boats.

For the same reason it is important not to manually add boats into TopYacht – unless you also add their TES BID[1].

Item 2: Handicaps in TES

  • Entrants can be imported only into one or two groups. These groups MUST be named OTB (or OD) and/or PHS. The latter is for events that want a personal handicap result as well as class based or YS based results.
  • The default PHS for every boat is 1.000.
  • TopYacht matches the “class” from TES with the class list in TopYacht. If a class is missing in TopYacht then you will need to add it before importing the entries. In TES use the “Set Divs” screen to see the list of classes needed for the import.
  • TopYacht does NOT import the yardsticks from TES. They are shown in TES to enable you to sort the classes into divisions so you can quantify the numbers of boats in each division.
  • For a multi class regatta where the classes are to be assigned to different divisions this needs to be set up in TopYacht[2].

Part 4

Developing PHS values

The handicapping utility in TopYacht evolves a new handicap value as part the processing of each race. TES plays no part.

The default AHC of each boat at the start of each series by default is 1.000.

While the user has the option of rolling the end-of-last-season’s CHC values into the AHC value of each boat for the first race, [3], consider supressing the PHS results until (say) 4 races have been run, then use the procedure described in the document ‘Establishing Sensible Starting Handicap for a Regatta or New Season.’

This works well with a bunch of new starters.

Part 5

Handling Late Entries into the Series and Amending Errors

Late entries (i.e. boats that enter the series after at least one race has been run) are downloaded in exactly the same manner as the initial download.

Beware

Choose the import options carefully

  • Do not check box 2.
  • Doing so will reset every AHC value for the selected race to 1.000
  • Only check Check-Box 1 to add the late entrants. They will be allocated a PHS value of 1.000
  • Only check Check-Box 3 (and/or 4) to amend errors in previously down-loaded entries at a Series Level of Master List level.

Summary

Step 6a should only be used

  • for the initial start-of-series download,
  • Adding late entries
  • Updating incorrect information

Appendix 1: Handicap Names Available in TES:

  • PHS,
  • OD,
  • OTB
  • Line (used when finishing sequence is only used)

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