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Basic Information

How to Uninstall 12-13 Admin Tool and Cyber Sport When you are completely done with any additional Associations you may have installed in your Cyber Sport for the 2012-13 season, follow the steps below to uninstall the Admin Tool and Cyber Sport.

• Go to Control Panel (click Start, Settings….Control Panel)

• Click on Add/Remove Programs • Scroll down to USAH – Cyber Sport Version 14.0 Admin • Highlight and click on Remove • Answer ‘Yes’ to the question. • Next go to My Computer and click on the ‘C’ drive. • Go to the USAH folder and open. • Right click on the Cyber 12-13 folder and delete.

To Change Seasons for download:

• Click on Utilities and then Settings – select the season you want, click Save and then Download Data

• A box will ask ‘do you want to import into your Admin Tool’….say Yes. • A box will appear with a record count…click OK

All downloaded information in the Admin Tool will be erased when a new download is imported.

Trouble or Questions -- call us 1-800-566-3288 Ext 123, 132 or 125

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Personnel Screen

Fields on the Personnel Screen Association Code: Participants that have been claimed show the Association Code and Name for the Association that claimed them. All unclaimed online registrants will have an ‘UNCL’ Association Code and ‘Unclaimed’ as the Association Name. Batch Number: This is the number of the batch that the person was transmitted in. Batch numbers will begin with RT____. Online batches will end in letters and Disk batches will end in numbers. GU____ is a batch processed in the National Office. For ‘O’ member types, the Batch number is their Online Confirmation number. CEP Information: This is the latest Coaching Education Program information from the National Database. IMR: This will allow you to print or save as a .pdf and individual IMR. PLEASE NOTE: In the upper right corner, there is a lone box without a title. The number in the box is the age of the player currently showing on your personnel screen.

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Member Types: C Coach PPR Player previously registered

CP Coach and Player same program PY Player age 6 and under

CPR Coach, Previously Registered code used PZ Player age 6 and under registered again CX Coach Previously registered PEM Player, Elite Male CEI Coaching Education Instructor PEW Player, Elite Female ERP Software User - no scanner O Online Registration ERX Software User – scanner sent MGR Manager ER* To call up all Software Users VOL Volunteer P Player age 7 and over Filters: There are two filters available on the Personnel screen.

Association – With this filter you can view a single Association or all of your unclaimed records by state (Association ‘UNCL’).

Member Type – This can filter for member types of Player, Coach, ERP (which will bring up all ERP’s and ERX’s), Unclaimed, Vol/Mgr and Other.

The Binoculars button will show you all the people in your Admin Tool and allows you to export all data or groups of data to an Excel spreadsheet. Buttons: The search buttons function the same as in Cyber Sport. Searching Wild Card: Always use the * when searching for someone. Use the * at the end of every name or part of a name, part of an address, etc. The fields on the personnel screen can be searched individually or in any combination. For example: To find John Adams. Place the cursor in the last name field and hit enter. Then type in Adams*. Type J* in the First name field. This will give all possible spelling of both names i.e. John, Jack, Jon, JP – Adam, Adams, Adam Jr, Adam II.

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Examples of some searches:

• Birth year -- to look up all born in 1992, enter *1992 • Birth years – to look up more than one birth year, enter 01/01/1989-12/31/1991 • Gender and Birth year • Coach Level • City, State, Zip Code

NOTE: The total number of records in a search will appear at the lower left of your screen. Exclamation Mark: Enter an Exclamation Mark before a word to pull up any records that are NOT that word. For example, in the citizenship field, enter !USA to pull up all records that are CAN and OTH. The search results will appear in the ‘Lookup Person’ window. Their individual information can be viewed at the same time in Personnel Screen. If you don’t see both screens side by side, hold your cursor on the top window and drag it over so both windows are visible. Remember all fields can be searched either individually or in any combination. Just play with it and you will find all kinds of ways to search for individuals or groups with the same characteristics. Any group you select can then be exported to an excel spreadsheet.

Search Results

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Confirmation Number Import When you find a group of unclaimed confirmation numbers that should be claimed by a local program you can easily make a spreadsheet with the numbers and send to the program so they can import them into Cyber Sport and mark them as claimed. To create the file, follow these steps. Open the Personnel screen. At the bottom of the screen in ‘All types’ select unclaimed. Click on the ‘Binoculars’ and then ‘Export List to Excel.’ Select the fields you would like to Export. For example: type, confirmation

number, last name, first name, DOB, prev assoc, city and zip code. You must choose ‘Type’ first and ‘Confirmation Number’ second.

When prompted open the spreadsheet. It will look like this:

Right click on the ‘A’ at the top of the first column to highlight the column. Now hit delete to remove all the ‘O’ member types. Label this as ‘mem type P or C’. Remember the member type and confirmation number must be the first two columns in the spreadsheet.

Save the spreadsheet to your hard drive, desktop or where ever you will be able to locate it so that you can email it to the local program.

Give the local program the following instructions to import the confirmation numbers.

• Select the records that you want to import and save in a separate spreadsheet. • Insert the correct member type in column A – P for Player or C for Coach • Save this file to your hard drive, desktop or where ever you will be able to locate

it. • Open Cyber Sport and click on ‘Claim Online Registration’. • Click on ‘Import File”. Locate the file by clicking on the drop down arrow in the

‘Look in’ box. Click Open. The confirmation numbers will appear in the window. Click on Send/Receive.

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Export to Excel There are four predefined exports available:

• Verified Personnel – This export will show you all the personnel in the Admin Tool that have verified date of birth and citizenship.

• Unverified 19U – This export shows all the personnel 19 years old and under, that do not have a verified date of birth or citizenship.

• Unclaimed Personnel – This export shows all personnel in the Admin Tool that are not currently claimed for the season. If they were claimed in the previous season that association code will show.

• ERP Contact Export – This will give you all the local program registrars and their contact information.

The option to do custom exports is still available from the Export button or from the Personnel Screen using the ‘binoculars’. With this export you can:

• You can export your entire download, any group you ‘filter’/sort or selected individuals. • Whatever data list appears in the “Filtered List” box accessed by clicking on the

Binocular icon will export to Excel. • You can select what fields you want to appear in your Excel spreadsheet. • You can also select the order you want the fields to appear. • Data exported to Excel can be sorted and manipulated in a number of ways. Make sure

you understand how to use those features of Excel to protect the integrity of your data.

In Personnel when you click ‘Export List to Excel’, you will see this screen that allows you to select the fields that you will export to your excel spreadsheet. You can select Add All and export data fields. Or, you can select the exact fields you want in your report. You can also select the order you want the fields to appear in. To change the order of the selected fields, put your cursor over the one you want to move. You’ll see an up/down arrow. Move the box either up or down in the list. You can also narrow the export to selected individuals. Let’s say you are looking for a few coaches from a specific Association. On the Personnel screen select the Association you are choosing from and then select Coach in Member Type. Next, click on the binoculars. The Lookup People screen will open showing all the Coaches for that Association. Click on the first Coach you would like to export, then hold down the Ctrl key and continue to select the Coaches. When you are done, click on ‘Export Selected to Excel’. Only those records that you selected

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will be in your export to Excel. You can do this with any group that you select to appear in the Lookup Person window. Using Excel Spreadsheets To be able to use the spreadsheets created by the Admin Tool or Cyber Sport software, there are a few basic Excel functions that you need to know and understand. These are easy to learn. If you need help please give us a call or find a friend who knows Excel and can walk you through these functions:

• To expand cells with #####, o click on the upper left corner to highlight the whole spreadsheet, click on

Format, column, auto fit selection • Page Set up

o Page orientation – portrait or landscape o Scaling o Margins o Sheet…gridlines

• Adding and deleting columns • Adding and deleting rows • Moving columns • Set Print area • Sorting data….. what to highlight before sorting.

A Few Things to Remember

• When searching in the Personnel screen, you must select the filters first (Assoc. Code or Member Type) before entering your search criteria. If you change the filter after entering your search criteria, the search will be cancelled.

• The search results window can be moved around on your screen so you can also see

the criteria the search is based on at the same time.

• In the search results window you can also sort each column by clicking on the title of the column.

• The escape key in the Personnel screen is used to cancel a query and start over.

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Send Verified – Date of Birth and US Citizenship

• You have the ability to submit verified birth dates and citizenship to USA Hockey. This information will be permanently locked down in the National database for use this season and in seasons to come.

• This should only be done by You. Do not delegate this to your local programs.

• When you verify a DOB or US Citizenship, this information is sent to the National

database and locked down. It will now show as locked or verified in Cyber Sport and the Admin Tool. If a correction needs to be done, you will need to contact your Regional Specialist.

• By verifying this information these documents will not need to be presented again,

checked again or carried by the team.

• You can verify just the DOB or just the citizenship, you don’t have to do both.

• To verify:

o First do a download so you will have the most current data to work with. o Next pick an Association that you want to verify. o Click on the Binoculars and then click on DOB to sort the dates. o Scroll to a person that you need to verify, highlight that name and click Select.

The Personnel screen for that person will appear. o Click on the ‘Verify’ button in the upper right hand corner of the Personnel

screen. A new window will appear.

o Make your selection and click on Save. The information will be saved, pending

the final step. o You can now go to the next person. The list of members should be showing in

one window and the Personal screen in a separate window, side by side. If not simply click on one of the windows and move it over so that both are now visible.

o When you have finished verifying everyone, click on ‘Send Verified’. This will transmit all information to the National database. The verified information will now be locked.

o At the end of the process you can print out a report that will show everyone verified in that transaction.

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Admin Tool – Reports The Admin Tool creates nine reports:

• Member Counts by Program • Registration Summary • Participants by Division and Coaches • Participants by Division and CEP Levels • Players by Age for Associations • CEP-Contact info • Transmittal Batch Types and People Count • Association Transmittal Summary • RT- Missing Batches

A description of each report is given so you can choose which report you need. The ‘Sort Assoc by’ option gives you the ability to select the order of certain fields. The USA Hockey Member Counts by Program, Registration Summary and the Transmittal Batch Types and Peoples Counts will default to print by Affiliate, Association Code, Association Name, and Association Total Count. These settings can be moved to arrange a different order for the report to print. To do this click on the box to the right of the setting, an arrow will appear, just move the setting up or down for the order that you would like. If you want to list all of your Associations in alpha order you would put Assoc Name at the top. Think of it as putting them in order, first, second, third…. The top selection will be the first sort and then the second will be the next sort and so on…. There are 4 other options available for report viewing: Include Summary with All States, Exclude Junior Data, Start each State on New Page and Include PPR Member Type. Not all options are available for all reports and for some reports they default to a particular option. Just be sure to make sure the options are correct for the report you are wanting.

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The Reports Member Counts by Program: The main part of this report is a listing of each Association showing these fields:

• Association Name • Association Code • Paid Players -- includes member types P, PPR, PEM & PEW • Unpaid Players – member type PY • Total Players • Coaches – all Coach member types • P/C – the number of players per coach • Other-either Association Registrars (ERP or ERX) or Local ACE program rep

(ACP) • Total

Registration Summary Report: The top of this Report will give you a breakdown of the State or States in your download with all registrations totaled by State. The main part of the report lists each Association showing these fields:

• Association Name • Association code • Batch Types (Claims, Disks and Other) • Players (Paid, Unpaid, Total and Player Previously Registered) • Coaches (Paid, Unpaid, Total and Previously Registered) • P/C – ratio of players to coaches • ERP – Cyber Sport Software User • Other

The P/C column in the Member Counts and Registration Summary reports stands for Player/Coach and calculates the ratio of players to coaches (total players divided by total coaches). If a program didn’t register any coaches, ** will appear in that field. For the Registration Summary Reports the totals are calculated using the following member type groupings:

• Paid Players – P, PEM, PEW • Unpaid Players – PY • Player Previously Registered – PPR, PP, PZ • Unpaid Coach – CI, CEI • Paid Coach – C • Coach Previously Registered – CPR, CX, CP • ERP – ERP, ERX (Cyber Sport Software Users)

For a definition of Member Types please see the Personnel section page 2. It’s important to remember that the listing of players by Association will count each player playing in that Association. Therefore, if a player plays in more than one program

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your total count will be higher than your ACTUAL player count because the same player is being counted in each Association they are registered in. To get a count of the ACTUAL number of players in your download, use the Registration Summary Report. The total, including unclaimed now shows in the fifth column. Player by Division and Coaches This new report provides a total body count of players by division. The report is state specific. If you would like to change the division to be reported on go to Utilities, Settings and click on Division. If you want to see USAH divisions without U16 Midgets you could. The Dakotas and Minnesota division are also available. The second part of this report shows the number of coaches claimed per state they coach in. In a multi state district, each state is shown on a separate page with a combined total page at the end. Players by Age for Association This report breaks down all players per Association by age range (Divisions) based on the Division selected in Utilities/Settings. The report will default to include both females and males. You can do a separate report for Females or Males. It will also break down the Unclaimed players by age. This report allows you to create it with PPRs included or excluded. The header at the top of the report will reflect if the report includes PPRs or not. If you want to get an accurate count of participants by Association then include PPRs. If you want to get an accurate count of the number of people registered, then do not include PPRs. CEP – Contact Info This report will give information about all coaches in every association. The report will automatically sort alphabetically by last name but you can also sort by Association Code, CEP Level and CEP expires. For each Coach the report will also give a telephone number and email. Transmittal Batch Types and People Count This report breaks out by Association the two different ways to transmit people in Cyber Sport. The first columns will show the number of Claimed and Disk transmittals. The second column will show the number of people transmitted in each batch. Association Transmittal Summary This report will give you a detailed look at the transmittals for an individual association. The transmittals are broken down by disks, online transmittals and USAH Office entry. There are no sort options for this report. The top line tells you the total number of transmittals, the last transmittal number and date and total number transmitted for that Association. RT - Missing Batches This report breaks out those Associations that have missing batches. It will show the exact number of the ones missing. You may find an Association with a large number of missing transmittals. Most likely this is due to a problem with the disk itself and the file

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needed to be renumbered to process. Contact your Regional Specialist to resolve any questions. PDF and Excel All reports can be exported and saved as a PDF document. Some reports are also available to export and save as an Excel file. This is a good idea if you want to keep the report to compare to future reports. Remember, every time you do a download the Admin Tool data is replaced with the most current data.

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Additional Functions PR Code and Name Changes The PR Code Button:

• Generate Previously Registered Codes. • Generate authorization codes to correct a misspelled name.

How to Generate PR Codes • Open Admin Tools by double clicking on the shortcut you created. • Click on the PR Code button on the tool bar. • Choose the radio button labeled “Calculate PR Code”. • Type in the first and last name. • Hit the ENTER key on your keyboard and the respective code will appear in the

box to the right. • You may continue typing in names and hitting ENTER to get a list of codes at

one time. • To close the PR Code Generator click on the X in the upper right corner of the

window.

Helpful Hints • The PR Code generator requires the last name and first name spelled exactly as

they will be entered. The code will not work if the spelling is incorrect or inconsistent.

• This program is NOT case sensitive. That means you can enter names with or without capital letters and it will not affect the code. The code is the same for BRIGGLE, RAE as it would be for briggle, rae or Briggle, Rae or Rae briggle.

• This code does not guarantee that the person is a current member. It is the local registrar’s responsibility to verify current membership BEFORE the code is given.

How to Correct Misspelled Names

Name Change Code Generator is back! Enter the name as it is right now. A unique code will be displayed. Give this number to the local program. Instruct them to have the Personnel screen open showing the person that needs the correction. Next, they should go to Edit in the upper left hand corner and then click on Edit Transmitted Person. They will be asked to enter the code which will open up the name fields and the correction can be made. They also need to make sure they contact their Regional Specialist to update the name in the National database.

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Utilities

In the Utilities drop down box there are 5 choices. • Get Latest Personnel Info…download (see Download Tab for more

information). • Secure Codes • View Transmittal File • Settings…Enter User Name and Password. • Restore Defaults

New this year local programs must contact you if they are going to do a disk transmittal. You will need to generate the code from the Secure Codes screen.

Secure Codes Secure Options are special features in the Cyber Sport software that can only be activated with an authorization code. Along with PR Code Override, Auto Activate, Set Season and Online Claiming Encryption Override (All of which you most likely don’t use much), CD/Disk Transmittal has been added. To generate the code enter the Association number. Give this to the Local program. When they try to do a transmittal they will get this message:

Once they click Yes they will be able to enter the code. They can then go on with the transmittal process. Please keep track of the Associations that receive the transmittal code so you will be able to track when the transmittal is received.

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View Transmittal

How to View Transmittal Files and Transmittal Reports • Click View Transmittal Button on the tool bar. • Chose the drive and file you would like to open by highlighting it and click

Open. • To Print or View either the IMR Report of Detailed Member Report, click on

the corresponding button. • A preview of the report will open in the screen. • Click the Printer icon to print one or multiple copies of the desired report.

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USAH Forms • New This Year: A link has been added so you can access past Players by Age for

Association reports. The reports are provided so you will be able to compare your Associations at different points in the season. The reports are listed by District. For example: AT_PBA_2011-12_ASOF_04-01-2012. Find the report that you want and it will show the participant numbers for each Association.

• Click on the USAH Forms button to access all USA Hockey forms.

• Let us know if you need access to any other form(s). We can add them throughout

the year.

• Make sure your programs are aware that the USA Hockey Waiver form and Participant Accident claim form should not be posted on any website. These forms are also provided to all local programs in their Cyber Sport software.

Trouble or Questions -- call us 1-800-566-3288 Ext 123, 132 or 125