System Overview

Before the competition starts the organisation will need to collect and collate details of all the competitors. Organisations have a number of varied systems for doing this - some via the internet, some by telephone etc but the common link is that all competitions require similar information. FAST Retrieve was developed to assist with this phase as well. The retrieve side of a competition requires very similar information to the organisers (Competitor Contact Numbers, Equipment Details, Names etc) so it made sense to build a common system which can also provide the organisation with any details it requires for smooth running of the competition.

The result is a comprehensive registration system which records ALL the details an organiser could require - names, addresses, various telephone numbers, insurance details and even photographs of competitors. The following is a list of the current data which is collected - this can easily be adapted to suit other requirements.

Competitor Personal Details	Name (First and Surname)
	Current Address inc Postcode and Country
	Up to 3 Telephone Numbers and 1 e-mail for this address
	Date Of Birth and Gender
	Details of any Medical Conditions
Emergency Contact	Name and relationship of Next Of Kin (or similar)
	Address inc Postcode and Country
	Up to 2 telephone numbers and 1 e-mail for this contact
Insurance Details	Third Party Insurance Company (where Required)
	Third Party Policy No and Expiry Date
	Medical Insurance Company (Where Required)
	Medical Insurance Policy No and Expiry Date
	Medical Insurance 24hr Emergency Contact No.
Competition Accommodation	Address During Competition
	Telephone Number During Competition (inc SMS Use)
Competitor Credentials	Sporting Association Ratings and Expiry Dates
	Other Relevant Ratings and Expiry Dates
Competitor Equipment	Paraglider Manufacturer and Model
(Example From Paragliding)	Colouring
	Unique Markings and/or Numbers
	Where required - load tests and other papers.

All aspects of the registration process are checked by the system to ensure that no data is missing and moving on from a competitor's record is not permitted until all required data has been collected (this can be over-ridden but the system will list the missing data as a problem until it has been supplied.

At the end of the registration process, identification cards (including photographs) can be produced for use during the competition. These cards can have contact details for the organisation and the SMS retrieve number etc listed on the back.

At the beginning of each competition day the system is set to list all competitors as 'OUT'. At the same time any details from previous days (SMS messages, Co-Ordinates etc) are archived and contact details for the retrieve vehicles and organisation staff are updated (in case of any changes) - the system is then ready to begin the retrieve.

As each competitor is ready for retrieval First Contact is made by sending an SMS message containing competitor number and current co-ordinates to the messaging server (an example is shown in the picture). This is decoded by the system and, assuming there are no errors (ie incomplete co-ordinates, non-existent competitor numbers etc) the competitor's details are passed to another machine where they are plotted on a map within CompeGPS. Should the competitor subsequently move then further similar messages can be sent to update the position on the map. The system will accept multiple competitor numbers in these messages though only one set of co-ordinates can be used. Additionally, free text can be used in the same message to supply additional information (eg 'in a bar in the village square').

Once the competitor is plotted on the map the most suitable retrieve vehicle can be identified (normally by proximity) and the competitors details are sent direct (via SMS) to the driver - the message includes the competitor's co-ordinates and telephone number. NOTE for best results the driver should be equipped with Tom Tom or a similar navigation system - in which case the co-ordinates are converted to a suitable format for the unit prior to the message being sent. There is also an option to send vehicle contact details to the competitor should this be required.

Once a vehicle finds a competitor, or group of competitors, the driver sends an SMS to the system containing the vehicle number and a list of competitor numbers. These competitors are then automatically removed from the map and the 'last known' location of the vehicle is updated. These competitors are now listed as on board a known vehicle and their status on the monitor screen changes to reflect this. Should some people have to change vehicle part of the way (ie to fill one vehicle and leave another in a given area to collect more people) then the driver of the receiving vehicle simply sends another message indicating the people he has received. Details of which people are in which vehicle are available on the monitor screen at any time.

The system also tracks how many seats are still available on each vehicle allowing us to make maximum use of vehicle space before it returns to base.

On return to base, whether by retrieve vehicle or other means, all competitors are required to check in. This changes their status to green on the monitor screen and indicates that no further action is required on the part of this competitor. Check in can be achieved by a number of methods - personal appearance is the preferred method and guarantees that the competitor has been seen by the check in personnel. However, if required, competitors can check in by text, telephone or word of mouth (though these methods carry an inherent danger of misinterpretation and are not recommended). The ID Cards also carry a barcode which can be used for check in which, combined with a photo on the card, offers a guaranteed way to ensure that the correct person has been recorded as safe. At competitions using the CompCheck or FS scoring systems it is possible for the download of a competitor's GPS to serve as the check-in (as long as this is done in person).

At any moment, the visual nature of the monitor screen shows instantly any competitors whose status is still in question and allows them to be contacted by telephone or SMS to ascertain their status and retrieval requirements.

Frequently (in some countries) a competitor may be able to hitch hike or otherwise get a lift all, or part of the way, back to base. In these situations the person is listed as on a vehicle but not one known to the organisation (there is a special case for this). Should the lift only cover part of the journey competitors can send in details of where they will be dropped off (or send new co-ordinates when they alight) and a retrieve vehicle can be sent in the normal manner.

The status of all competitors is tracked from the start of each competition day and status indicators are set as this changes throughout the retrieve process. Should a competitor be absent or choose not to compete on a given day they will be listed as a non-participant so that their status is not in question later in the day. Competitors reaching a given Goal or similar end of task can be listed as a separate status which, if the monitor screen is made publicly available, allows for everyone to see who completed the given task at any given time. All SMS messages to and from competitors, vehicles and organisation staff are recorded against each individual allowing an instant view of all communication with any given person at any moment.

This system was developed for Paragliding Competitions hence the status indicators 'LANDED', 'GOAL' etc but these are easily changed to suit any competition. The SMS server incorporates a remote interrogation facility which allows organisation staff to query the status, last known position, equipment details, insurance details or competition address and contact numbers of any competitor. A summary of the status of all competitors is also available. Finally, any SMS containing the word URGENT can be passed immediately to the competition director or other nominated person. 

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