Using a barcode scanner and/or the QR code check-in function in conjunction with BCOE&M's barcode bottle labels can greatly reduce the time it takes to check in entries while, at the same time, providing greater accuracy in data entry.

Come sorting day, checking-in entries can be a very smooth and a far less manual process.

Competition Preparation

If your competition organizers plan on using a barcode scanner or the QR Code function for entry check-in, an Administrator of your BCOE&M installation must choose one of the printed entry form options that feature a barcode/QR code from Admin > Website Preferences.

Sorting Day

Sorting day can go very smoothly if you are organized, have a motivated staff, and are prepared.

Barcode Scanner Check-in Option

It is suggested that you have a designated person to be in charge of data entry into the software. This person can:

• Check in entries using the barcode scanner.
• Look up entry and participant records.
• Reprint any documentation.

QR Code Check-in Option

As of version 2.1.0, the ability was added for sorting staff to check-in entries via their mobile devices by scanning a QR code. By utilizing this option, multiple people can use their smart phones or tablets to check-in entries. See the QR Code Check-In Procedure below.

Bottle Labels

Each entry’s bottles should have a paper label rubber-banded to it. This paper label should have a Code 39 barcode and a QR code that corresponds to its unique entry number.

Judging Number Labels

A set of barcoded judging number labels is available for download. The PDF files available consist of 3000 barcoded judging numbers that can be assigned to individual entries as unique identifiers on judging day.

Each label contained the Judging Number Barcode Labels PDF features the unique number and its corresponding barcode. The barcode labels are for use in checking in each entry via the software and a scanner.

Also available are Judging Number Round Labels that have corresponding judging numbers to the barcode judging numbers. These are used to attach to the cap and neck of each bottle as identifiers to cellar staff.

See the Barcode Scanner Check-In Procedure below.

Suggested Sorting Procedure

On sorting day, it is suggested to have your staff follow this procedure to check in entries when utilizing the BCOE&M barcode or QR code check-in options.

1. Assemble one or more boxes for each of the BJCP styles (and sub-styles if warranted) your competition is accepting. Make sure boxes are uniquely identified (e.g., 0102 for Category 1, Box 2, etc.).
2. Unpack all entries, making note of any broken or missing bottles.
3. Remove the paper bottle labels rubber-banded to each entry’s set of bottles.
4. If using the QR code check-in option, have each staff member scan the QR code on one of the bottle labels for each entry and enter the appropriate information.
5. Affix a judging barcode label number to the paper bottle label.
1. Mark the box number where the entry’s bottles are located on this bottle label (optional).
2. If not already indicated on the bottle label and payment is included, mark the entry as “Paid” (optional).
6. Affix the corresponding number's round judging number labels to each of the received bottles - on the cap and/or the neck.
   1. Round bottle labels are available for download.
7. Place the paper bottle label with the judging number barcode sticker in a designated collection area.
   1. If using the barcode check-in option, another volunteer then scans the entries into the software (see the Barcode Scanner Check-In Procedure section below).
   2. If using the QR code check-in option, these paper bottle labels will serve as a backup just in case there is a data entry error.
8. Place the entry’s bottles into the appropriate category’s bottle box, making sure they are side by side.
9. Discard the other paper bottle label(s).

Each paper bottle label should look similar to this when the above procedure is completed:

Barcode Scanner Check-In Procedure

Once you log in as an Admin, you will be taken to the Administration Dashboard for your site. Click the Entry Sorting heading and then click the “Check-In via Barcode Scanner” link.

This will bring up the Entry Check-In screen.

Using the collected bottle labels from the sorting process, check-in each entry into the software:

1. Scan the entry’s unique entry number (printed on the bottle label).
2. Scan the assigned judging number (affixed to the bottle label in the designated area below the entry number).
3. If present, record the box number (optional).
4. If present, record whether the entry has been paid (optional).
5. Repeat.
6. Once all of the fields are filled, select the Check-In Entries button.
7. Repeat the process until all entries have been checked in.

QR Code Check-In Procedure

Users scan the QR code on a bottle label using one of the many scanning apps available for iOS and Android.

The first time a user scans a code, they will be prompted to enter the password that an Admin set up via the Competition Information screen (they will not need to enter the password again unless they quit the scanning app).

Once the password is accepted, the user has the option to enter the judging number (if using barcode labels) and a box number. The function will not allow users to enter a duplicate judging number.

A single tap on the "Check In Entry" button and the entry is now checked into the application.

Each subsequent scan repeats this process.

Verify Entry Check-Ins

To verify if entries are being checked in, expand the Admin Essentials Menu by clicking “Admin” in the top navigation bar. Click the Entries and Participants heading select “Manage Entries.”

If entries have been checked in properly, a checkmark will be present in the “Rec’d?” column and/or the “Paid?” column, and the correct number will be in the “Judging” column.

The downloads detailed below are for use with barcode/QR code bottle labels.

BCOE&M utilizes the Code 39 specification to generate all barcodes. Please make sure your barcode scanner recognizes this type of barcode before implementing in your competition. To utilize the QR Code scanning option, a barcode/QR code scanning app is required for your smartphone and/or tablet.

Downloads are for use with the barcode/QR code enabled bottle label options (see your BCOE&M’s Site Preferences under “Entries”).

When implementing this option, the paper bottle labels entrants print and affix to their entries feature a scannable barcode and QR code:

Sorting and check-in time can be greatly reduced when these paper bottle labels are used in conjunction with both the Judging Number Barcode Labels and the Judging Number Round Labels, available below.

For complete directions on how to utilize these downloads, see Barcode or QR Code Entry Check-In.

Judging Number Barcode Labels (Avery 5160)

Each of the options below features 3000 judging numbers for use on the barrel and the paper bottle label - see Entry Check-in with a Barcode Scanner for suggested usage.

• 1 label per number (000001-003000) [PDF]
• 2 labels per number (000001-003000) [PDF]
• 3 labels per number (000001-003000) [PDF]
• 4 labels per number (000001-003000) [PDF]
• 5 labels per number (000001-003000) [PDF]
• 6 labels per number (000001-003000) [PDF]
• 8 labels per number (000001-003000) [PDF]

Judging Number Round Labels (Online Labels OL5275WR - 0.75 Inch)

Each of the options below features 3000 judging numbers for use on the cap and/or neck of the bottle - see Entry Check-in with a Barcode Scanner for suggested usage.

• 1 label per number (000001-003000) [PDF]
• 2 labels per number (000001-003000) [PDF]
• 3 labels per number (000001-003000) [PDF]
• 4 labels per number (000001-003000) [PDF]
• 5 labels per number (000001-003000) [PDF]
• 6 labels per number (000001-003000) [PDF]
• 8 labels per number (000001-003000) [PDF]

This document will (hopefully) help competition organizers to effectively run their competition when utilizing BCOE&M as their primary tool for gathering entries and organizing their competitions.

This is by no means a definitive guide to competition organization...there are many ways to run a competition.

This guide is for organizers to effectively run a competition with BCOE&M as their main organizational tool.

Preparing

A significant amount of headaches for organizers can be mitigated with thorough competition preparation.

First and foremost, recruit dependable people. You won't be able to pull off the competition alone, so don't even try.

Getting at least two to three dependable people to help you organize will help you keep things running smoothly, not to mention help you keep your sanity.

Size Does Matter

Really. It does. If your competition is small, you should be able to have great success in organizing the competition with a small cadre of people - maybe three to four core team members and other ancillary volunteers to help with large tasks like picking up entry bottles and sorting.

For instance, the steward coordinator may be able to serve as the cellar master, the judge coordinator can be in charge of getting sponsors, etc.

At minimum, you will need one or more dependable people to serve in the following roles (some may have dual functions):

• Overall Competition Organizer (you)
• Judge Coordinator
• Steward Coordinator
• Sponsor Coordinator
• Awards/Medal Coordinator
• Sponsor/Swag Coordinator
• Website and/or Social Media Coordinator (also may be in charge of promoting the competition)
• Cellar Master
• Cellar Staff
• Sorting Staff
• Data Entry Staff

However, the larger the competition, the more cooks need to be in the kitchen. Once your competition moves past the 250-300 entry mark, you'll need at least one person dedicated to each of the roles above, plus others as your competition needs dictate.

Just remember, though, you are the head chef, the big cheese – so you'll need to be able to organize and delegate tasks effectively and efficiently.

Competition Judging Date(s)

First, decide on a competition date or set of dates. If your competition is well established and is on a regularly scheduled interval, you should be good to go.

However, if your competition is new, choose your dates carefully, since there are a number of factors that play into success or failure:

• Are there any other competitions in the area at the same time that may draw judges away from yours?
• Are any judging dates around a holiday that may impact recruitment of judges?
• Are any judging dates close to the date of a major national event (Super Bowl, election, national holiday)?
• Are any judging dates a weekday?

Before Judging

You'll need to consider a lot of things well in advance of the judging date(s). Keep in mind these are my suggestions based upon what has worked for me in the past.

At Least Three Months Out... More

Two to Three Months Out... More

One to Two Months Out... More

One Month Out... More

Two to Three Weeks Out... More

One Week Out... More

A Day or Two Before... More

Competition Judging

The time has arrived. All the logistical wrangling and all of the planning has come to fruition.

Now, I'm not going to tell you how to run your competition. The way you do things is totally up to you and your staff.

First, consider implementing Electronic Scoresheets. They are essential to successful virtual judging sessions, but they are also very handy to implement when conducting in-person judging sessions as well. If your competition implements Electronic Scoresheets, you'll save a lot of overhead - in terms of time, money, and opportunity. The advantages are many, but the top ones are:

• Increased legibility of judge commentary. They type instead of write. And luckily, most modern browsers now feature inline spell check.
• Elimination of printing costs, not to mention the environmental impacts, associated with paper-based scoresheets.
• Distribution of scoresheets to participants is instantaneous upon publishing of results. They can log in, access their entry list, and download/print scoresheets immediately.
• Score calculations are more accurate.

Best Practices

Here are some best practices on how to utilize BCOE&M to your greatest advantage during the judging session(s).

• Data entry of scores via the Admin Dashboard > Scoring functions:
  • Add/Edit/Manage scores by table. Here is where you will record the score each entry earns. There are various ways stewards can record scores - the BCOE&M pullsheets do feature a box for score and whether an entry advanced to the Mini-BOS at the table.
    • If you are using Electronic Scoresheets, there's no manual entry of scores. Simply import the judges' consensus scores from the Admin Entry Evaluations screen. Done!
  • Add/Edit/Manage BOS entries and places.
  • Add/Edit/Manage Custom BOS Categories and their associated entries (such as Pro-Ams, etc.).
• For judging sessions using paper-based scoresheets, and if you have a auto-feed scanner available, consider scanning each entry's scoring documentation as it comes in. This will save some time on the back end and will have the added advantage of making scoresheets available to entrants quickly via their User Account page of your BCOE&M installation.
  • See the Upload Scanned Judges' Scoresheets page for directions.
  • This isn't a thing if you've implemented Electronic Scoresheets. All scoresheet data is stored in your competition database.
• Utilize the various reports available by going to the Admin Dashboard > Reports section of your BCOE&M installation.
  • If your competition does separate Mini-Best Of Show rounds, there are pullsheets available when used in conjunction with the Scoring Mini-BOS check box data entry feature.
  • There's a section called "During Judging" that provides some great Best of Show (BOS) preparation materials:
    • BOS pullsheets by style type.
    • BOS cup mats to help BOS judges to accurately separate and evaluate the BOS entries.

Hosted installations come pre-packaged with innocuous text and pre-defined site preferences, dates, etc. Once your hosted installation is live, Admins should customize their installations to their competition.

Detailed here are all the BCOE&M features available for customization.

Define Preferences

From the Administration Dashboard, expand the Preferences header. There are six options:

1. General
2. Entry
3. Email Sending
4. Currency and Payment
5. Best Brewer and/or Club
6. Judging/Competition Organization

General Preferences

This set of options are global preferences that apply to the site overall. More

Here, Admins can customize several items, including competition type, admin theme, results display, reCAPTCHA credentials, language, date/time format, etc.

More information is available for many of the preferences listed by selecting the blue info button below an option.

Entry Preferences

This set of options are global preferences that apply to entry-related functions. More

Here, Admins can customize several items, including style set, character limits, entry fees and discounts, and entry limits, etc.

Email Sending Preferences

This set of options are global preferences that apply to email generation and sending functions from the BCOE&M application. More

Here, Admins can choose whether or not to enable sending of emails via the application. BCOE&M can generate and send a number of automatic emails including registration confirmations, payment confirmations, and contact emails.

Please note: to take advantage of email sending via the application, Admins must provide a valid email address and its associated Simple Mail Transfer Protocol (SMTP) information.

Currency and Payment Preferences

This set of options are global preferences that apply to the currency accepted by the competition and the ways entry fees can be paid. More

Here, Admins can specify the currency accepted, entry fee payment options, and whether or not entrants need to pay for their entries to be able to print their entry paper work (bottle labels).

The Pay to Print Paperwork works optimally in conjunction when PayPal Instant Notification (IPN) is enabled and correctly set up. More info and setup instructions are avalable here.

Best Brewer and/or Club Preferences

This set of options provide Admins the ability to display the best brewer and/or club according to their chosen point and tie-break rules. More

Here, Admins can specify a best brewer or club award title, how many positions to display, the point calculation method, and up to six tie-breaker rules.

Competition Organization Preferences

This set of options pertain specifically to competition judging and associated methodologies. More

Here, Admins specify whether the competition will use traditional or queued judging, number of bottles required for entry, judge and steward sign-up limits, entries per flight, rounds per judging session, etc.

For competitions that opt to use Electronic Scoresheets (review the setup directions here), Admins designate the window of time that judging will take places as well as the maximum difference a judge team’s consensus scores can be from one another.

Competition Preparation

After preferences have been defined, Admins should move on to customizing their competition's critical dates, information, contacts, custom categories, drop-off locations, judging and non-judging sessions, style types, styles accepted, and sponsors. All of the functions detailed below are available under the Competition Preparation heading on the Admin Dashboard or the Admin slide-out menu.

All Competition Dates

Choose Edit All Competition Dates under the Competition Preparation heading. More

Here, Admins can define all the required and optional dates – entry-related, registration, judging and non-judging sessions, results display, and awards.

Competition Info

Choose Edit Competition Info under the Competition Preparation heading. More

Here, Admins customize information associated with their particular competition, including the name, BJCP Competition ID, host name, competition logo, overall rules, entry acceptance rules, entry fee, discounts, etc.

If not already defined via the All Competition Dates function, Admins can also define the window of time the competition will be open for entries, when drop-off/shipping locations will accept those entries, when entrants can register their accounts, and when judges or stewards can register their accounts via this screen.

Contacts

Choose Manage Contacts under the Competition Preparation heading. More

Admins can define one or more individuals that users can reach out to via their installation’s Contact page (if enabled) via the Manage Contacts or Add Contacts links.

Custom Categories

Choose Manage Custom Categories under the Competition Preparation heading. More

Custom Categories are generally used for unique “Best of” classifications: Pro-Am opportunities, Best Name, Stewards’ Choice, etc.

When defining a Custom Category, Admins have the option to define the number of winning places the category will accept as well as the category’s display order.

Some competitions combine a Custom Category with a Custom Style (see below) to feature, essentially, a mini competition within their overall competition.

Drop-Off Locations

Choose Manage Drop-Off Locations under the Competition Preparation heading. More

Judging Sessions

Choose Manage Judging Sessions under the Competition Preparation heading. More

Judging Sessions in BCOE&M are in keeping with the BJCP’s Definition of a session as "...an uninterrupted time period when at least one panel of judges sits to judge one or more flights of entries." A single judging session may consist of one or more flights and one or more rounds.

As such, it is highly suggested that Admins set up their sessions following that guideline.

Judging for a given competition can happen over a period of time, on different days in differing physical locations. A single physical location can have one or more sessions.

When defining a judging session, Admins choose the type of session it will be: Traditional or Distributed.

• A Traditional session typically takes place on a single day at a single physical location, typically collectively.
• A Distributed session is one that takes place over a period of days or weeks (a start date and end date must be defined), often in disparate locations. This type of session lends itself perfectly to virtual judging or ad-hoc judging where judge teams evaluate entries at their convenience during the judging window.

Sponsors

Choose Manage Sponsors under the Competition Preparation heading. More

Styles Accepted

Choose Manage Styles Accepted under the Competition Preparation heading. More

Style Types

Choose Manage Style Types under the Competition Preparation heading. More

These instructions are for those who wish to set up BCOE&M on their own web server. Hosted installations follow a different procedure outlined in a setup email subscribers receive after paying for the service.

Step 1: Verify PHP and MySQL Versions

BCOE&M has been tested with PHP versions up to 8.2.X as well as MySQL version 5.5.X.

If you plan on installing on a local server, we recommend downloading and installing Xampp for your operating system. Xampp, a PHP development environment from Apache Friends, contains the correct versions of PHP and MySQL (via MariaDB) for use with BCOE&M.

Step 2: Verify PHP Extensions

BCOE&M utilizes a number of PHP extensions that must be enabled for the application to function properly. All but OpenSSL are enabled by default with a normal PHP server installation. Check with your web host to verify that the following are enabled:

• Session Handling
• Fileinfo
• Filesystem
• Mail (if not enabled, and SMTP email credentials aren't entered in preferences, the password recovery function will not work)
• OpenSSL

Step 3: Create a MySQL Database

1. Create a database on your web server. The methodology for creating a database varies from hosting provider to hosting provider, so be sure to consult your provider’s documentation.
2. Add a user to the database you just created with a secure password. This is usually done via your webserver’s control panel.

Refer to your web hosting provider's documentation for procedures specific to their environment.

Step 4: Required Configuration

1. Unzip/unarchive the source code package you downloaded from GitHub.
2. With your favorite text editor (Sublime Text, Notepad++, even plain ’ol Notepad, etc.), open the the config.php file located in the /site/ directory.
3. Generally, the $hostname variable does not need to be changed from "localhost" - however, some server enviornments may specify something different. Be sure to consult your hosting company's documentation for connecting to MySQL databases.
   1. For GoDaddy users, changing this variable is necessary. Consult this GoDaddy help article for details.
4. Define the $username, $password, and $database variables.
5. Optionally, define the $prefix variable. This is useful if you wish to have separate BCOE&M installations or other applications share the same mySQL database.
6. Optionally, define the $installation_id to provide a unique ID for this BCOE&M instance.
   1. If you plan on running multiple instances of BCOE&M from the same domain, you'll need to give each installation a unique identifier. This prevents "cross-pollination" of session data display.
7. Optionally, change the $session_expire_after value. Default is 30 minutes.
8. If you are installing the application in a sub-folder (e.g., http://www.yoursite.com/subfoldername/), be sure to define the $sub_directory variable.
   1. Note that you will need to alter the .htaccess file as well if using a subfolder. Directions to accomplish this are contained in that file.
9. Make sure the $setup_free_access variable is set to TRUE.
   1. For security reasons, after finishing setup, be sure to change TRUE back to FALSE and re-upload the /sites/config.php file to your server.

A sample of the configured variables is provided below (the commented lines have been removed to save screen space). This exemplifies an installation that is housed in a sub-folder with a DB table prefix, installation ID, and a 45 minute session timeout. Leave the $sub_directory variable empty if you are not installing in a subfolder – $sub_directory = "";.

    <?php
    /**
     * Configuration for an installation housed in a sub-folder with a DB
     * table prefix, installation ID, and a 45 minute session timeout.
     */
    $hostname = "localhost";
    $username = "mycleverusername";
    $password = "mysecurepassword";
    $database = "bcoem";
    $connection = new mysqli($hostname, $username, $password, $database);
    $brewing = $connection;
    $images_dir = dirname( __FILE__ );
    $prefix = "bcoem_";
    $installation_id = "84972da38Nza39124"; // Make this is a random number.
    $session_expire_after = "45";
    $setup_free_access = TRUE; // Change to FALSE after setup is completed
    $sub_directory = "/comp";
    $base_url = "https://".$_SERVER['SERVER_NAME'].$sub_directory."/";
    $server_root = $_SERVER['DOCUMENT_ROOT'];
    ?>

Step 5: Set Global Definitions and Options

Via the the /site/paths.php file, there are a few ways for administrators to further customize their installations, take it offline for maintenance, and enable troubleshooting functions. Open that file and enable or disable the global definitions housed there (mark them TRUE or FALSE). Each global definition is detailed below.

Maintenance Mode

Set define('MAINT', TRUE); to bypass the default home page and display a "Site in Maintenance" message to visitors. Default is FALSE.

CDN

Set define('CDN', TRUE); to utilize CDNs (Content Delivery Networks) that house essential code libraries such as Bootstrap, jQuery, TinyMCE, Font Awesome, etc. The default value of TRUE should be good for the majority of installations. However, some web hosts do not play well with CDN and/or response is delayed from a CDN provider. If this is the case, follow the directions detailed in the Load Libraries Locally page and then set the value to FALSE. Default value is TRUE.

Testing

Set define('TESTING', TRUE); to put your installation into test mode. Especially useful when testing outside functions such as PayPal IPN. Default is FALSE.

Debugging

If your site is experiencing functionality issues, set define('DEBUG', TRUE); to display all PHP errors on screen. Especially useful if you're getting the "white screen of death." These errors are essential for diagnosing a problem if you report an issue on GitHub. Default value is FALSE.

To view the session variables BCOE&M employs, set define('DEBUG_SESSION_VARS', TRUE);. This will show a collapsable table of all session variables on screen. Default is FALSE.

Force Update

Set define('FORCE_UPDATE', TRUE); if your installation is experiencing certain MySQL-related errors such as column does not exist, etc. This will trigger database structure checks and add or remove columns that may be throwing errors. Default value is FALSE.

Only enable this definition for a single refresh of the home page. Otherwise, the script will run on every page access until disabled, significantly affecting performance and page-load.

Enable Markdown

Markdown is a standard that employs plain-text syntax for text formatting which is then converted to structually valid HTML for display. This is useful if your web host employs a strict security protocol that disallows HTML tags in http POST methods and you are unable to update your competition information.

Set define('ENABLE_MARKDOWN', TRUE); to use Markdown syntax instead of HTML for text formatting. This will swap the TinyMCE editor for the Bootstrap Markdown editor - used in BCOE&M's Competition Preparation > Edit Competition Info function and store formatted text as plain text in your database. Default value is FALSE.

Step 6: Upload Files

1. Using your favorite FTP program, upload the entire contents of the source code folder (including your customized /sites/config.php file) to your web server.
2. Once that is done, you can now set up your installation.

Step 7: Set Up

1. Browse to your installation's web address.
2. You’ll be taken through a series of steps to customize the setup of your installation. DO NOT SKIP THESE STEPS. Vital information is collected that optimize the installation's behavior and display of data.
3. That’s it! You can now browse to your installation's address, further customize it, and/or distribute the web address to begin collecting participants and their associated entries.
4. Enjoy your favorite homebrewed beverage. You’ve earned it.

Setup Issues?

There are various reasons why the browser-based setup may not be successful. Below are some troubleshooting steps to take.

Check PHP and MySQL Versions

BCOE&M 3.0.0 has been tested with PHP version 5.6.X (and up through to 8.2.X) and MySQL 5.5.X. Make sure you have these versions installed on your webserver.

How do you check your server’s PHP and MySQL version? Simple, use the phpinfo() function.

1. Create a new blank document in your favorite text editor. Name it php_info.php or similar.
2. Add the following code to the blank document: <?php echo phpinfo(); ?>
3. Upload the file to your BCOE&M’s installation root folder.
4. Browse to the file (e.g., http://www.yoursite.com/php_info.php) and take a look at the results. Specifically, look for the following sections:
   1. PHP Version - should be at least 5.6.X but no later than 8.2.X
   2. mysqli - should be at least 5.5.X
   3. session - Session Support should be enabled
5. PHP's Fileinfo extension must be enabled. If it is not, check the PHP Manual for installation instructions.
6. Be sure to remove the php_info.php file once you have determined your environment's configuration settings.

Blank Screen

If you encounter a blank screen during the setup process, first, make sure that you have the correct PHP version installed on your webserver. Previous versions do not handle session instantiation effectively for BCOE&M.

If you have verified that your PHP version is correct, the next step would be to perform a “Fallback Installation” - see below.

Fallback Installation (Non-Browser-Based)

It is possible to install an instance of BCOE&M without using the browser-based installation process.

Included in the package download is a subfolder called “sql” that contains an SQL file called bcoem_baseline_3.X.X.sql. This file contains the complete database structure and dummy data to get you up and running. Complete instructions are at the top of the file.

To install the baseline database and dummy data, you will need access to your database via phpMyAdmin or shell access.

This is a quickstart primer for judges recording competition entry evaluations using BCOE&M’s Electronic Scoresheets feature. A video demo is available. Written instructions are below the video.

Special thanks to Jason Berg for his contributions in developing this primer, not to mention his tremendous efforts in beta testing the Electronic Scoresheets functions and UX/UI prior to implementing them for the Nordeast Brewers Alliance Sour Times Homebrew Competition.

Please note that there are some slight user interface changes since this article was authored. Functionality has remained the same.

Video Demo

For a visual demonstration, a demo video is available below. Note that this video was recorded for Biere de Rock competition judges during the COVID-19 pandemic; therefore, it features a previous version of BCOE&M. The video below skips to approximately 15 minutes into the presentation where the Electronic Scoresheet demo begins.

Please note that this video features electronic scoresheets as presented in versions 2.3.0 through 2.7.2 – the interface was updated in version 3.0.0 and will look slightly different. Nonetheless, the concepts presented in the video still apply.

Accessing the Judging Dashboard

Access to the Judging Dashboard will not be available until the judging start date and time specified by the Organizer and/or the Judge Coordinator.

During the judging window, you can access the Judging Dashboard in one of two ways:

1. From the menu at the top-left, select the Judging Dashboard link.
2. From your My Account page, select the blue Judging Dashboard button.

Judging Dashboard

All tables you have been assigned to will be listed at the top of the dashboard.

Tables you are assigned to are part of a judging session. If that judging session’s start date and time has passed, you will see the table’s entries listed. From that table list, there are several key elements to call out.

1. To start a new scoresheet for any assigned entry, select the bold, blue Add button. This will load the scoresheet the competition has adopted for you to complete while evaluating that entry.
2. Completed evaluations will show the orange Edit button and the light blue View button. Additionally:
1. Your individual score will be displayed.
2. Your entered consensus score will be displayed.
3. Mini-BOS will be displayed, when designated.
3. When all judge consensus scores match, there will be a green text indication in the Notes column.
1. When judge consensus scores do not match, an error is shown in the Notes column in bold, red text. If this is the case, make sure your entered consensus score is correct.
4. Entries with pale, grey Add buttons are assigned to other judges and/or flights (non-queued judging only). If you are asked to evaluate any of these entries, you can do so by selecting the Yes button that appears below.

Allergens and Entry Details

Entries with allergen (wheat, lactose, etc.) or required information (strength, color, fruit, etc.) are displayed both on the Judging Dashboard and at the top of the individual scoresheet you complete for each of your assigned entries.

On the Judging Dashboard…

The Judging Dashboard features quick-look details for entries.

On the Scoresheet…

At the head of every scoresheet is the vital information you need to know about the entry. Including, if applicable, any required information, brewer’s specifics, and/or possible allergens.

Head Judges

Competition organizers have the option to assign a Head Judge to each table. This judge will have:

1. A drop-down available to select the Place for final results.
2. Buttons to review the evaluations of other judges at the table. Helpful to review specifics to determine Mini-BOS entries, etc.

Please confirm with competition organizers if 4th place or Honorable Mention options should be used.

Other judges will see the “Place Awarded” once updated by the Head Judge. It may be necessary to refresh the page.

Scoresheet

Competition organizers choose which scoresheet judges will use to evaluate each entry. Currently, there are three to choose from – each based upon a BJCP-authorized/approved scoresheet.

Classic

The Classic Scoresheet mimics the original BJCP scoresheet for Beer, Mead, or Cider. Long form evaluation responses are required for aroma, appearance, flavor, mouthfeel, and overall impression for Beer, Mead, Cider, and all other style types.

Checklist

Based upon the BJCP's Beer Checklist, this is "a quick checklist-based beer scoresheet covering perhaps 80% of the sensory information necessary for any beer." This is only for use in evaluating Beer entries; Mead, Cider, and other style types utilize the Classic Scoresheet.

Structured

Inspired by the BJCP's unofficial Structured Scoresheet for Beer, Mead, or Cider, a revised and updated version of the Checklist version, this is a scoresheet that features sliding scales for aroma, appearance, flavor, and mouthfeel to "reduce the time [judges] spend writing out intensity levels." Considered experimental, these scoresheets were introduced at the National Homebrew Competition in 2018 and used again in 2019 to great success. While not officially adopted by the BJCP, their use has been increasing in local competitions. Available for Beer, Mead, and Cider. All other style types utilize the Classic Scoresheet.

Scoresheet Features

All scoresheets are designed to automatically calculate the score as sections are completed. If scores are more than a given value of points apart between judges (generally between 5 and 7), an error will be displayed near the total score. The scoresheet can be saved with these errors but should be corrected before the flight is complete.

Several sections of the score sheet are optional: ordinal position in flight, bottle inspection, flaws, and mini-BOS. These will be displayed on the printed scoresheets to the brewer but are not necessary for judges to complete the scoresheet.

Consensus Score

The consensus score (the final, agreed-upon score by all judges) must be entered by each judge. If a score is entered that does not match other judges, an error message will be displayed on the score sheet and Judging Dashboard.

When the consensus score is completed at the bottom, an error message will display [Figure 1] if the values do not match between judges (providing another judge has already submitted a scoresheet prior to the user loading theirs). Additionally, the status box below the cumulative score will also provide a warning [Figure 2]. Edit the scoresheet to update this if necessary.

Final Results

Once all judging is complete, the competition organizers will import all scoresheets to officially accept all consensus scores and places awarded.  This associates evaluations with entries for participants to view after the designated date/time when results are released. This will also feed scores and places for Best of Show judging.

You can access your Judging Dashboard at any time during and after the designated judging period to view the evaluations you have recorded. Simply select the View button to see any of your completed scoresheets.

Since the release of version 2.1.10, BCOE&M offers the ability to process and receive PayPal payment data instantly. PayPal's Instant Payment Notification (IPN) service is a way for your BCOE&M installation to update entry status to "paid" instantly after a user successfully completes their payment on PayPal.

No more fielding questions from entrants about whether their entries have been marked as paid, or why their entries haven't been.

Set Up PayPal

Implementing PayPal IPN involves a number of factors and a bit of setup on your PayPal account.

First, it is suggested that you have a dedicated PayPal account for your competition.

Second, to implement PayPal IPN, your PayPal account must be a business account.

Instructions for setting up IPN Notifications on PayPal can be found here. You will need to enter a Notification URL that points to the ppv.php file, commonly called a “listener,” in your site root for the function to work:

[your installation base URL]/ppv.php
e.g., http://www.brewcompetition.com/ppv.php

After setting up IPN notifications, you should also set up Auto Return on your account. Set the return value to:

[your installation base URL]/index.php?section=pay&msg=10
e.g., http://www.brewcompetition.com/index.php?section=pay&msg=10

Enable in Website Preferences

Set the PayPal Instant Payment Notification (IPN) preference to "Enable" in your BCOE&M installation's Website Preferences (Admin Dashboard > Preferences > Website Preferences).

Test, Test, Test

Once you have set up your PayPal account, since environments vary, it is suggested that you perform a test using your own BCOE&M account by adding an entry and paying for it via PayPal.

Or, use the IPN Simulator on the PayPal Developer Site - be sure to place your BCOE&M installation in TEST mode by changing the TESTING variable to TRUE in the [root]/paths.php file.

Transaction details will be saved to your BCOE&M database and will be available via your PayPal dashboard as well.

To "reset" your BCOE&M installation to be used for another competition iteration, top-level Admins need perform some data updates.

Archive Data (Non-Hosted Installations Only)

Archive your data by going to Admin Dashboard > Data Management > Manage Archives.

• Provide a name for your Archive.
• Choose what data you would like to retain:
• None
• Custom Categories – retains all custom style categories that are not part of the BCOE&M core (BJCP 2015 or BJCP 2008).
• Custom Style Types – retains all custom style types that are not part of the BCOE&M core (beer, mead, cider).

Download Current Data (Hosted and Non-Hosted Installations)

Download data by going to Admin Dashboard > Data Exports. All data is packaged in CSV format, readily readable by spreadsheet programs such as Microsoft Excel.

Purge Current Data

Purge "old" data by going to Admin Dashboard > Data Management > Purge.

• You have a few choices on which data to purge:
• Entries – deletes all entries currently in the database (it is suggested that you download the entry data by going to Admin Dashboard > Data Exports > Entries (CSV) > All Entries prior to purging).
• Participants – deletes all user accounts except for top-level Admin accounts (it is suggested that you download the entry data by going to Admin Dashboard > Data Exports > Participants (CSV) > All Participants and Winners prior to purging).
• Judging Tables – deletes all defined judging tables.
• Scores- deletes all scores recorded in the database.
• Custom Categories – deletes all custom style categories that are not part of the BCOE&M core (BJCP 2015 or BJCP 2021).
• Judge/Steward Availability – resets all judge and steward availability for current user accounts.
• This is essential if you plan to keep your user account data (since you are most likely redefining your judging locations, dates, and times). Saves a headache later when defining tables and assigning judges/steward to them.
• Download the Available Judges and Available Stewards email addresses by going to Admin Dashboard > Data Exports so you can alert judges/stewards to update their availability by logging into their accounts.
• All – this is pretty much self-explanatory.

Update Vital Information

Finally, update all your competition's vital information.

General Competition Information

Update general competition information by going to Admin Dashboard > Competition Preparation > Edit Competition Info.

• Competition Info includes:
• Entry, account registration, judge/steward account registration, and drop-off open/close dates.
• Rules.
• Volunteer information.
• Entry fee.
• Awards location, info.
• Best of Show info.

Contacts

Update contacts by going to Admin Dashboard > Competition Preparation > Manage Contacts.

Drop-Off Locations

Update drop-off locations by going to Admin Dashboard > Competition Preparation > Manage Drop-Off Locations.

Judging Sessions

Update judging session dates and times by going to Admin Dashboard > Competition Preparation > Manage Judging Sessions.

Sponsors

Update sponsors by going to Admin Dashboard > Competition Preparation > Manage Sponsors – from there, you can "hide" the sponsors that haven't committed to be a sponsor for this iteration of your competition.

Styles Accepted

Update styles accepted by going to Admin Dashboard > Competition Preparation > Manage Styles Accepted.

Style Types

Update style types accepted by going to Admin Dashboard > Competition Preparation > Manage Style Types.

If you would like to take advantage of Electronic Scoresheets, make sure to pay special attention to the following when setting up your competition or as you get ready for another competition iteration.

All Scoresheet Types Recognized

Electronic Scoresheets and uploaded PDF scoresheets are NOT mutually exclusive. The system will recognize both uploaded PDF scoresheets AND one or more electronic scoresheets where available for all entries.

In other words, if an entry was evaluated by one judge with an electronic scoresheet and another judge used a paper scoresheet (that was then scanned and uploaded), the entrant will be able to review, print, and/or download each by selecting the appropriate icon from their Entries list – PDF icon (red arrow) or document icon (purple arrow).

Entries: List View - select to enlarge

Entries: Card View - select to enlarge

For example, a competition may choose to have virtual judging sessions that utilize Electronic Scoresheets in combination with one or more traditional, face-to-face judging sessions that use paper-based scoresheets. As long as the paper-based scoresheets are scanned, properly named, and uploaded to the server via BCOE&M, both scoresheet types will be available to the user when reviewing their entries on their My Account page.

Competition Organization Preferences

Access via the Administration Dashboard, under the Preferences heading.

1. Designate the evaluation scoresheet you want to use. At present, there are four choices: BJCP Classic, BJCP Checklist (for beer only), BJCP Structured, and NW Cider Cup Structured (cider only).
2. Update the Judging Open Date/Time and the Judging Close Date/Time. These are the dates and times between which judges will be able to add entry evaluations. After the Close date, judges will only be able to view the evaluations they've logged.
3. Designate the maximum difference between judges' consensus scores.

Judging Sessions

Access via the Administration Dashboard, under the Competition Preparation heading.

1. For each judging session, designate whether it is "Traditional" (generally single-day or single location) or "Distributed" (multi-day and/or multi-location).
2. If you designate a session as "Distributed," you'll need to provide an end date.
3. For "Distributed" sessions, you'll also need to provide information on how judges will receive their entries to evaluate.

Using Electronic Scoresheets

First, review and share with all assigned judges the Judging with BCOE&M Electronic Scoresheets primer. This provides a high-level overview of the overall process for judges.

There is now an an option on the Admin Dashboard under the Scoring heading called Manage Entry Evaluations.

Via the Administration: Entry Evaluations dashboard, Admins have the ability to:

1. Enter an evaluation on behalf of any assigned judge.
2. View all submitted judge evaluations, broken down by table assignments.
3. Designate any placing entries at a given table.
4. Edit or delete any logged evaluation.
5. View or print the scoresheet for any logged evaluation.
6. Import recorded consensus scores into the scoring database (see Officially Accepting Consensus Scores below).

Head Judges

With Electronic Scoresheets, there is a mechanism for Head Judges to enter the placing entries at the table they are assigned to.

If you opt to have Head Judges to enter the placing entries at their respective tables, make sure to designate one when you create your judging tables via Admin > Organizing > Manage Tables. The view is slightly different depending upon your chosen judging methodology.

At this time, it is only recommended that a single Head Judge be designated for each table. If you don't designate a Head Judge at any given table, an Admin will have to enter placing entries.

Officially Accepting Consensus Scores

During and after the Judging window, Top-Level Admins will be able to import judges' consensus scores and associated places into the scores database. A button at the top of the Administration: Entry Evaluations admin page triggers this import.

Importing will mark the entry's consensus score as "officially accepted" as well as make it available for Best of Show, Best Brewer, Best Club, and entrant review once results are published.

These instructions are for those who wish to upgrade BCOE&M on their own web server. Hosted installations will be automatically upgraded following each release.

Step 1: Configure the New Version

1. Download the latest release version from GitHub.
2. Unpack the BCOE&M archive file locally.
3. Locate the /site/ sub-folder.
4. With your favorite text editor (Sublime Text, Notepad++, even plain ’ol Notepad, etc.), open the the config.php file located in the /site/ directory.
5. Define the $username, $password, and $database variables. You may need to alter the $hostname variable depending upon your server setup. Check your hosting company’s documentation.
6. Optionally, define the $prefix variable on or around line 109. This is useful if you wish to have separate BCOE&M installations or other applications share the same mySQL database.
7. If you are installing the application in a sub-folder (e.g., http://www.yoursite.com/subfoldername/), be sure to define the $sub_directory variable.
8. These should match your current installation’s settings exactly.
9. If you are upgrading from a version prior to 1.2.1.0:
   1. Locate the /includes/ subfolder.
   2. With your favorite text editor, open the the version.inc.php file located in the /includes/ directory.
   3. Change the $version variable to the version you are upgrading from (e.g., 1.2.0.3, etc.).
   4. Save the file.

Step 2: Upload the New Source Code Files

Most releases add or make changes to multiple files. Therefore, you should replace all of the folders/files on your web server.

1. Using your favorite FTP program, upload the entire contents of the source code folder (including your customized /site/config.php file) to your web server.
2. Once that is done, you can now set up your installation.

If you have made changes to any code, be sure to back up the appropriate files and compare with the files in the latest BCOE&M version.

Step 3: Run the Update

1. After uploading the files, navigate to your site’s web address.
2. You may be automatically redirected to the update function. Some versions do not require a user-initiated update.
   1. Only users with top-level administrative access can initiate the upgrade process, so you may need to log in.
   2. Proceed with the update.
3. If you are not redirected to the update function, updates have been made "behind the scenes."
4. Verify that the correct version is running by checking the version number in the footer.

Step 4: Refine Your Site

Most releases add new features. As such, you may need to set preferences for them by logging in to Admin and updating them.

It’s simple to upload judges’ scoresheets and accompanying documentation for user download.

Follow this procedure:

1. Scan to PDF each entry’s judging-related materials in the proper order (cover sheet followed by each judge’s scoresheet).
2. Name each entry’s PDF file the six-digit judging number followed by the .pdf file extension (e.g., 123456.pdf).
3. From the Admin Dashboard or the Admin sidebar menu, find the Scoring section and select “Upload Scoresheets.”
4. Upload each file individually or in batches.

Once uploaded, providing that results have been published, the PDF files will be available to entrants via their My Account page in the Entries section. They simply need to select the PDF icon in the Actions column (list view) or at the bottom of the entry's card (card view).

Electronic Scoresheets and uploaded PDF scoresheets are NOT mutually exclusive. The system will recognize both uploaded PDF scoresheets AND one or more electronic scoresheets where available for all entries. Users can download available PDF scoresheets (red arrow) by selecting the PDF icon and view/print/download Electronic Scoresheets for their entries by selecting the document icon (purple arrow).

Entries: List View - select to enlarge

Entries: Card View - select to enlarge

Judging virtually has both advantages and disadvantages over traditional in-person judging. Virtual judging allows for one or more judging sessions where judges evaluate their assigned entries at a time conventient to them.

Virtual is the Way to Go

In a post-COVID-19 world, virtual judging sessions can still take place – less now for health and safety and more for convenience reasons. Competitions can still leverage virtual judging for added flexibility and increased opportunity.

Virtual judging is easy using one or more of the readily available video-based web conferencing solutions, such as:

• Zoom
• Google Meet
• WebEx
• Facebook Messenger Rooms
• Facetime (iOS only)

There may be some technological hurdles to overcome for some participants, so organizers and judges should plan extra time to get used to whichever platform they decide to use.

Synchronous is the Other Way to Go

It is highly suggested that organizers requrie judges evaluate each entry synchronously as is practiced in traditional judging. This allows for real-time discussion of the entry's strengths and weaknesses to arrive at a consensus score before moving on to the next.

Opt for Video

It is also highly recommended that organizers require judge teams to opt for a communication tool that incorporates video into the equation. Video helps to soften the distance barrier by providing judges simulated face-to-face communication and much of its associated nuances. Synchronous judging can be accomplished via an audio-only medium, but video more effectively promotes the team-based approach that judging is based upon.

The Familiar in the New Methodology

Once judges get acclimated to judging in a virtual environment, the procedures and practices should be very familiar, similar to traditional, in-person judging. Judges inspect their respective bottles, open them, pour a 1-3 oz sample, and proceed the evaluation as normal, either discussing along the way or taking notes and discussing at the end.

Tips and Tricks

Here are a few tips for judges to make the virtual judging process as smooth as possible.

Your primary goal, as always, is to provide participants fair and informative feedback on their entries.

Be as descriptive as possible in your evaluation, especially with regard to the overall impression. If you're going to be providing that feedback via an electronic scoresheet, there's exactly zero risk of writer's cramp. So, added bonus!

Make sure you and your judging partner(s) are evaluating the same entry.

Call out the entry number and show the label to your webcam prior to opening any entry.

Judge your assigned entries at the proper temperature.

This may entail frequent trips to the refrigerator and/or allowing sufficient time for entries to warm to proper serving temperature.

Protect your gadgets.

Entries are liquid. Generally, liquids and electronics don't play well together. When opening any entry, do so away from phones, tablets, computers, etc. In fact, open all entries over a dump bucket just in case it's a gusher.

Two different bottles may mean two entirely different overall sensory impressions.

Keep this in mind when discussing your entry's contents vs. your each of your judging partners.

If possible, re-cap all bottles immediately after pouring your initial sample using stoppers.

That said, if you plan on re-visiting any entry, do so as soon as possible to avoid oxidation and carbonation degradation. Shoot for within an hour of opening. The sooner, the better.

Find the most neutral environment as possible to judge your flight of entries.

One that is free of distracting aromas, visuals, and sounds.

Use the proper cups and/or glassware.

Make sure it is of the appropriate shape/size. If you are reusing a glass that you rinse it fully with water between each entry.