Validation and List Processes
From the moment an event registration is opened until the final set of results are published, the quality, correctness and cleanliness of the data involved will be a factor on how well the event runs. It is unlikely an event will ever have perfect data but doing whatever possible as soon as possible will keep an event running smoothly. Higher tier races require more data for building Start Lists then lower tier races which requires more attention and time. The methods used to clean up the data are as follows:
- Validation tool that finds discrepancies between the registration data and national license database
- manually cleaning up data using sorted and/or grouped reports
- publishing lists for coaches and athletes to review for accuracy
Validation is a tool provided in the Zone4 registration system that compares the registration data to the national license database system. The tool shows any discrepancies between the data and suggests changes to ensure the registration data matches the data in the licence database. This tool is also used to bring racer points into the registration form. Validation can be started once the first racer is registered and should be completed by the time the first race is created from the registration. There is a separate article on the Validation Tool.
Data Cleanup and Review
Data cleanup is the process of manually cleaning up fields to contain consistent data for reporting and generating other lists. Bib Pickup is the only field that really needs to be made consistent but making Club, Team and University consistent as well will speed-up generating reports on these fields. Using registration reports is the easiest way to do this by taking advantage of sorting, filtering and grouping.
The registered athletes eligibility needs reviewed based on the rules required by event sanctioning. Eligibility is based on licensing, age and club membership. The Validation tool will confirm that FIS and NC licences entered by the registrant are valid for the current year. Use registration reports to filter out eligible athletes and create a short list of athletes that need to take action in order to become eligible.
Once points have been brought into the registration with the Validation tool, those without points should be reviewed. These athletes should be looked up in the points database to confirm they indeed have no points. International racers may get special seeding consideration at the Jury’s discretion. This is best handled by giving these racers ‘fake’ points that will place them appropriately on the Start List.