Automating grading submission from the LMS

For the next grading submission in January it will now be possible for grading files to be generated from the LMS without any intervention from the grader. The objective is to save work for graders and the ECF grading administrator.

How to opt in

  1. Select the grader at organisation level ( Admin /Settings )

  2. Select the treasurer for each event ( Event level settings )

Current Process

The Current process is for the grader to:

  • assign a grading code for an event (or group of events) using a 2 character prefix (usually their initials)
  • generate grading files from within the LMS (or create them themselves)
  • put the files through the ECF grading checker program.
  • fix any issues.
  • email files to the grading administrator
  • grading administrator emails back feedback (or errors) from the grading system to the grader.
  • if there were any errors the grader corrects them and emails the file again.

New Process

Organisers can opt in to the new process by filling in the grader field in the organisation level settings, and the treasurer field in the event level settings. The grader and treasurer must be given LMS userids for this to be done. If you want to opt out, do not fill in the grader field at organisation level (5)

  • Now: Organisers fill in grader and treasurer fields to opt in.
  • Now: Graders or organisers should check in advance that players are correctly identified by their ECF grading codes (1).
  • End of the year: email sent out to graders of opted in organisations alerting them that they should not submit grading files themselves and warning them to expect feedback from the grading administrator
  • Jan 7th 2020: LMS identifies graded events which only contain updated results since July 1st 2019 (2). LMS automatically assigns its own grading codes to these events and generates the grading files. Graders will be emailed notification about which events have were sent for grading.
  • Jan 7-13: The grading administrator processes these files.
  • Jan 7-13: Grading administrator emails back feedback (or errors) from the grading system to the grader (3).
  • Jan 7-13: If there were any errors, the grader can get the issues fixed in the LMS
  • Jan 14th: LMS identifies any updated events (4). LMS generates grading files again which are picked up by the grading administrator.

Notes

  1. These reports should be useful in checking things are ok prior to grading:
    • From organisation home page, Reports / Different. Shows differences between grading system and lms.
    • From organisation home page, Admin / New Players. Shows players not known to the grading system. Clicking on the player shows players in the grading system with the same name.
    • From organisation home page, Reports / Similar. Shows players with no ecf grading code similar to someone already on the ECF list. The percentages shown here are a similar idea to those shown by the ecf checker but not the same.
  2. An event containing results prior to July 1st 2019 is assumed to have already been sent for grading so is ignored by the LMS and the grader must send updated files in the old way. To see which events the LMS will send for grading for your organisation look at the new report under Reports/Grading. If the status says OK then the LMS will send it for grading. If it says IGNORED then no grading file will be sent and the grader will have to grade it in the old way. The various reasons an event my get Ignored are:
    • Old Results - this means the event contains a fixture last updated prior to July 1st and therefore is assumed to have results already submitted grading. The grader must submit this event for grading manually (in the old way) as the LMS cannot know what event code or submission number was used.
    • No grader - the organisation owner must select who is the grader.
    • No treasurer - the organisation owner must select who is the treasurer
    • No club - there is a new player unknown to the grading system without a club - club must be specified (for any new players - ie those who don't have ECF grading codes already, you need to go into edit on them and give them a club). This is a problem only with individual tournaments - for leagues it deduces the club from the team.
  3. They will be emailed to the email address set up as the organisation grader in the LMS.
  4. The LMS considers an event updated if the date of a reported fixture was changed. It may be ncessary to resubmit a matchcard to tell it something has changed depending on what the issue identified by feedback from the grading system was.
  5. To tell if you are opted in, look at Reports/Grading. Any event listed as Status=OK is opted in.
  6. The process has been tested by putting about 25% of the (160 odd) LMS generated grading files through the checker. As this is the first time we are trying this we might not have thought of everything and there may be some teething troubles. Please pass any feedback on the lms to Malcolm Peacock or questions about the grading system to Brian Valentine