1. SWIMS Workshop for Registration/Times Greensboro, NC September 15, 2005

2. Overall Flow Registration/Times

3. Registration Procedures ► Club maintains their athletes in a database ► Club exports registrations from database to LSC Registrar. If electronic file is sent, SWIMS compatible format is:  SDIF  COM link  XSDIF ► Club sends electronic file to LSC Registrar. LSC Registrar saves the electronic file in a “Pending” folder awaiting hard copy and fees. ► Clubs send through regular mail the printed copy, fees and any other documents required for registration (i.e. birth certificates, transfers, etc.) ► LSC Registrar uploads the club electronic file into SWIMS holding tank and corrects any errors  Pre-screen against SWIMS happens prior to records entering holding tank  Problem records are flagged (club affiliation, renew/new transactions) ► LSC Registrar releases (approves) records to SWIMS  Any “change” records completely replaces what is in SWIMS  Possibility of multiple records for same member in SWIMS

4. Reconciliation Reconciliation compares the swimmer to the SWIMS database and identifies the following errors in an exception report:  Swimmer not registered  Swimmer ID does not match  Swimmer club code does not match

5. Why Reconcile? ► Each swimmer in SWIMS has a unique ID which is used for all functions related to that swimmer ► The swimmer’s ID is established when the swimmer is registered – it is based on birthday and legal name ► If the ID does not match between a meet entry and SWIMS registration record, the member may not be found when the Times get uploaded after the meet

6. Ways to do Reconciliation ► Meet Entry compared against SWMS  LSC registrar receives meet entry file from Meet Host  LSC Registrar sends Registration file (RE1) to Meet Host ► Club database compared against SWIMS  Club registrar send SD3 file to LSC Registrar  LSC Registrar send RE1 file to club registrar

7. Sample Meet Recon Report SWIMS USAS ID Last Name First Name Gender ClubLSC Member not found in database. Uploaded Record:012291BREATHOMThomasBrett M LSSC LE SWIM Record: The member's registration is expired. Uploaded Record:082984MEGBMCLAMcLaughlin Megan F CCS LE SWIM Record: 082984MEGBMCLAMcLaughlin Megan F CCS LE Found member by name but not by USASID. Uploaded Record:032590JOEAROOFRoofJoseph M CCSLE SWIM Record: 032590JOSAROOFRoofJoseph M CCSLE Member not found in database. Uploaded Record:072284STERROOFRoofSteve M CCSLE SWIM Record: Found member but club codes did not match. Uploaded Record:033088ANDCSTEPStephonAndrew M CCSLE SWIM Record:033088ANDCSTEP StephonAndrew M UN LE

8. Sample Meet Recon Report Meet Software 1Lownes, Charlie H (USC-LE) Sex: M032765CHAHLOWH - Matching ID not found 2van Lier, Christina J (USC-LE) Sex: FLast name mismatch (VANLIER) 3Chapman, Katie J (VSC-LE) Sex: F083088KATJCHAP - Matching ID not found 4Gallagher, Micheal R (LRST-LE) Sex: M060371MICRGALL - Matching ID not found 5Kuhner, Marg J (LRST-LE) Sex: FLast name mismatch (KUHNEN) 6Popovic, Christopher J (LRST-LE) Sex: M Team mismatch (UN)

9. When to do Meet Reconciliation ► Can be done:  Before the meet (Pre-Recon)  After the meet (Post-Recon)  Both ► Recommendation – Pre-Meet or Both  Resolve problems before the meet

10. Club Database Reconcililation ► Can be done anytime ► Two ways:  Club exports a SD3 file to be sent to LSC Registrar to be run against SWIMS, producing a report like the meet entry one  LSC Registrar send an RE1 file to club registrar which produces an exception report from the club database software

11. Final Comments ► The ID of a USA Swimming member is important for all functions involving the member ► Both electronic registration and reconciliation can be handled by SWIMS ► The challenge for implementing both of these functions is to develop procedures for the clubs, meet host and LSC registrar that ensure the procedures are being implemented ► Each LSC as to assess their LSC “culture” to find wht works best for them ► Communication is key