OVERVIEW
HOW IT WORKS
REQUIREMENTS COSTS
'DATA COORDINATOR'
GETTING STARTED |
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OVERVIEW -
This is
a complete SCCA event (race, school) data management system. It is
not an "online registration" patch for the old manual data management
system. There are a number of implications to that fact driven by
an underlying philosophy. The primary objectives of that philosophy
are:
accuracy
reliability
simplicity
efficiency
It
is simply not possible to achieve pefect alignment with these goals... it is
possible to continually move in their direction. That means that "we
used to do it this way" is not a sufficient argument for
retention. Every detail that we incorporate into a new system must
be weighed against the underlying philosophy. Some temporary
discomforts will be suffered in the process and for those I am sincerely
sympathetic. On the positive side, we have already seen an increase
in interest from former registrars who had been disillusioned in the past.
It is necessary and desirable to appeal to a broader number of
volunteers in all specialties... this is a step in that direction.
A brief overview of the pertinent points of this system driven by
this philosophy follows:
Accuracy: The originator of
the data is the responsible party for that data. Drivers or their
designee (entrant, computer helper, etc... hence "registrant") are responsible
for their personal and car data. Similarly, they authorize their
guests, crew, co-drivers, etc. National datasets are searched to
"pre fill" forms but the accuracy of the submitted information is the duty of
the registrant. Specialty chiefs can identify and correct
inconsistencies before the event weekend.
Reliability:
Each transaction is duplicated via email, automated backups step
through multiple levels, and manual backups are frequent. All
records are printable and it is suggested that each event weekend be preceeded
by a full "paper record dump" so that at any point, the system can be converted
to a fully manual system.
Simplicity: No proprietary
software or encoded datafiles are employed on the user machines. .
Industry standard code is used so that all compliant browsers will be
supported. Files are in ASCII text for dwnloading and importing to
word processors, spreadsheets, etc. Local support is available on
race weekends (i.e. a local data coordinator).
Efficiency:
Specialty records, files, and reports are accessible online and are
created in real time. Predictable tasks are handled outside "track
time". Anticipated complications are exported from station
operators and handled at dedicated stations (e.g. the specialty chief).
Anticipated tasks are prioritized and that priority is respected
(this is the direct result of comments by volunteers that it is difficult to be
"sure" of their duties when they are too often corrected). Multiple
technologies are supported . Predictable event variables are
supported (e.g. dual events, payment methods, etc). |
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HOW IT WORKS
-
This fully networkable system has been designed for maintenance and
modification by SCCA volunteers as the needs of the Club demand. It
is written in an open source format language for Unix & Linux servers and
requires no user software other than standard web browsers (it can be
operated from Macs, PCs, Linux boxes, etc).
Once your region has a
server area defined, password protected admin areas are accessible via the
internet to setup individual events. Authorized personnel can view
and edit the ongoing process with reports and files available by specialty.
(Each specialty chief has their own modifiable options for editing
their registration data.)
At track, registration can be handled by
networked laptops but that requires either internet access or a LAN server.
The recommended technique (until we have LANs available) is to have
internet connected laptops in Registration, T&S, Tech, Medical, Stewards,
etc for monitoring and file access. Since many tracks do not have
phone lines in all specialties, diskettes can be used to periodically exchange
updates between areas ("manual networking", so to speak). An
internet connected Registration laptop is less of a problem and is used for
late entries, updating collections, and printing reports as needed.
The window registrars "logs" can then be "batched" into the system
after closing. This combination of "manual" and "networked"
techniques has been successfully employed in several Regions and will be the
only "supported" method in 2005. Specialty areas that do not have
internet access can be used with batch files (diskettes) and periodic reports
as practical.
During the weekend, changes can be made to certain data
by specialty Chiefs as appropriate. Late entries must be handled in
registration. Any change of driver or car is treated as a late
entry although late fees may be waived
Final reporting is available
when the results (from T&S and Tech impound) are uploaded to the main
server. Reports and files can be distributed for viewing or use by
officials. |
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WHAT IS
NEEDED TO PARTICIPATE?
You need a region board designated &
qualified individual to be responsible for data management in your Region. This
person should be conversant in IS and trained in this particular system in
detail. They will be responsible for advising the race board on data related
questions about feasibily, design, training, access, security, distribution
(publication), and IS management in general. This is a new technology for SCCA
regions and it will require some work for it to be used
efficiently.
This is a fully networkable system that does best with the
participation of all your Chiefs and administrators: T&S, Tech,
Registration, Stewards, etc... they should all be involved in and advised about
your Region's use of the technology. The idea here is to reduce the redundant
tasks and make information more accurate. If everyone is "on board" in pursuing
these goals, the system can work well.
Ultimately, a committment to
reduce paper and increase hardware and training is needed to make a fully
networked system a reality. This system uses simple data formats, is completely
accessible with standard web browsers, and is intended to be openly compatible
with any other system using non-proprietary data formats (e.g. T&S,
webmasters, etc). The only dedicated hardware that will be needed for most LANs
will be a local server.
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WHAT'S IT GOING TO
COST?
There are costs associated with the servers and system.
The SEDIV and FinGroup.com bore all of the expenses over the past four years.
New regions are now requested to contribute to the system as their server areas
are setup and configured. The suggested amount (consistent with SEDIV support)
is $950. There is no ongoing "subscription" or annual costs. Support by phone
is available at no cost to all participating regions. A few specialists in this
system are available on a scheduled basis and vary in their charges by task
(e.g. pre-event training, at track assistance, specialty assistance, etc). All
request expenses including mileage, room, and meals.
Development phase
Regions (those that actively participated in the development) already have
their server space and configuration in place. They can participate without
further setup but will benefit from training.
A LAN system will require
a dedicated server and appropriate cabling or wireless technology at the track.
(A linked Linux server will cost @ $1,500). Of course the full system can be
run via web access. Webspace on Unix servers varies. FinGroup.com offers
web hosting and has an SCCA designed
package for $25/month plus competitive transaction fees: (200 meg space, 8
gig/month bandwidth, credit card processing, unlimited pop3 mailboxes, etc).
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WHAT'S A 'DATA
COORDINATOR'?
"Experience is the name everyone gives to their
mistakes" - Oscar Wilde
Experience is a great teacher and during the
development of this project it has amply illustrated the fact that this is a
new technology. There are new functions¹ to be performed and
decisions² that now reach across specialties. The unavoidable conclusion
is that someone within each racing region needs to be responsible and
accessible for these tasks. This new specialty has been labeled "data
coordinator".
The individuals who assume this responsibility should be
well versed in race administration and available to dedicate their full
attention to this function. A good "comfort level" with computer networking,
MIS, data management, information processing, and similar concepts is
necessary. (They don't need to be data processing professionals any more than
"tech inspectors" need to be engineers.) Training includes
:
- management information systems
- SCCA information
management
- network setup and
troubleshooting
- data
security
- fundamental Perl concepts
- training local specialties in EIS use
- identifying and solving problems
Like
all SCCA specialties, it's time consuming, a bit scary at times, and loads of
fun ! If you are interested, let me (Jim P) and your local race board know.
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- - - - - - - - - - - - - - - - - - - - - - -
¹
data distribution, server configuration, network integration, problem
solving
²
feasibilities, data formats, data distribution, data security,
coordination |
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HOW DO WE
START?
A number of new definitions must be established before your
Regions online area can be created. Among them are:
- track 'data
management' profiles
- unique region
event formats
-
transponder, other rental
IDs
- payment
methods
-
announcement methods and links
- autoscript email
addresses
-
data access
responsibilities
-
new check in
procedures
-
paper (manual)
constraints
-
training & familiarization plans
Additionally, 'old' definitions
should be revisited for consistency and feasibility. A few examples
are:
pricing, discounts,
etc
time frame
for race planning
divisions of
responsibilities
duplicated
responsibilities
Finally, training is beneficial and helps to familarize
folks with the system. "Preplanning" of this sort makes integration a much more
efficient process. It also goes a long way toward ensuring that everyone has
"full information" and is involved in developing the most useful system for
your Region. This is a "one time" planning task that defines the way your
individual Specialists will be able to implement the data system to their best
advantage. It really shouldn't be "short cut". |
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MORE FAQ (turnkey,
contact, etc) |
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Enjoy ! Interest,
comments, and suggestions are shamelessly solicited:
Jim Pennington
<SEDiv@FinGroup.com> |
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