OVER 2 YOU 206 (16/11/04)

FLOWER SHOW SOFTWARE

We run a large Flower Show in our village and find that the task of determining who has won the cups for various vents quite time consuming. Can anyone recommend a program that will allow us to enter who has come 1st, 2nd and 3rd in each class (100 plus) and then calculate the winners in various sections? Also it would be advantageous if we could print the results for display.

Doug Martin, via email

I have created a spreadsheet that meets all of Doug Martin's requirements. It is written in Excel format. The sheet is left on autocalculate and, when all of the results are in, the names of the winners appears automatically in the last page, which can be printed out.

The user needs to have some knowledge of constructing spreadsheets and of the basic functions used, (nothing too obtuse nor elaborate). Flower Show committees have a notorious reputation for changing the schedule each year and, once the schedule had finally gone to print, the spreadsheet has to be adjusted to suit. A test run with dummy results is advisable or else you will find yourself making rapid amendments on the day!

I am prepared to make a copy of the sheet I used to evaluate the results of my garden club's show this year to anyone who would like a copy. It could be on either a floppy disc or a CDR disc. I only ask for a blank disc and suitable packing and postage to be sent to me together with an undertaking to make a donation to the work of the British Red Cross for its overseas relief work. I could, of course, sent it as an attachment to an email.

Tony Owen, Cirencester

We have handled this problem successfully over the past 10 years using a series of linked spreadsheets in Excel. Data on entrants - name and show number - is entered only once and then linked across individual spreadsheets for each section in the show. The individual sheets record numbers of entrants and points scored in each class and then calculate prize money using logic linked to the points. A final spreadsheet consolidates all of the separate sheets and allows, once the last class has been judged and the scores entered, the winners of such categories as 'Highest Number of Points in Show" to be calculated instantly, together with total points in individual sections and classes and total prize money for each entrant. Results can be printed out once intermediate columns have been hidden and the appropriate area of each spreadsheet selected. I could supply Mr Martin with copies of our current spreadsheets if they would be helpful.

Andrew Bond, Harrietsham, Kent

I wrote a database (Access) for a local horticultural society, which probably does what Doug wants. It creates all the stationery required before, during and after the event including mailing lists of previous year entrants, lists of current year entrants for each class, judging books and lists of class winners (first, second and third). It also calculates prize money payable to individuals. It has been successfully used at the show site for the past 4 years.

It is a bespoke application, but I am sure that if Doug was interested it could be tailored satisfactorily to his requirements. I would be happy to discuss it with him if he would like to get in touch.

Simon Young, via email

Tingewick & Water Stratford Horticultural Society has developed a software program, which was used at our annual show in August. It worked extremely well. We would be happy to extend it to other organisations but would appreciate a small donation for the benefit of our funds.

Will Litt, Chairman, via email

I have been operating a system for prizes at horticultural shows based on Lotus Approach for at least 10 years without difficulty, which seems to meet all Doug Martin's requirements. If he gets in touch with me I can explain and provide anything he may want.

Warren Gilchrist, via email

This is not an unusual problem. You can however run into difficulties depending on the rules for tiebreaks. I set this as a problem to my MBA group some years ago with a view to getting a solution in Excel. I have now retired but still retain the model, which I offered them - just to prove that I was still young enough to provide solutions. Should you wish me to forward it to you I would be happy to do so at no cost.

John Hooton, via email

I have an Excel spreadsheet (could be adapted to any spreadsheet), brilliantly devised by Stephen Wells of Personal Computer World. This is for a horticultural Society show, where there are 15 classes of entry (can be expanded to more) and an unlimited number of entrants. The entrant names are entered against an entrant number. In a secondary table, the entrant number of the winners (1st, 2nd and 3rd) are entered for each class of entry. The spreadsheet automatically completes the main table (which is easily printed). It enters the prize (1, 2 or 3 - in different colours) against the entrant name, totals the prize money and total winnings per entrant. I would be pleased to e-mail a copy of the spreadsheet (with explanatory notes) if required.

John Allison, via email

N.B. we have passed on the many offers of assistance to Doug Martin but to avoid problems from spammers we have withheld  respondents email addresses. However, if anyone would like to get in contact with any of them please email or write in and we will be happy to pass on your details.

VIDEO ANIMATION

I have tried various video-editing packages that allow you to stitch together video clips, add titles and so on. These are obviously very useful and fulfil the needs of many, but, what I am looking for is a software program which will allow me to create and work on individual frames, in much the same way as animators draw individual ‘cells’ to produce cartoons. Can anybody help?

Chris J Catton, Swanage

I suggest Chris has a look at Ulead Cool 3D Production Studio. It’s mainly designed for titles and graphics but it is quite capable of producing quite sophisticated video animations using the extensive drawing tools and palettes. You can find more details and a short demo movie at: www.ulead.com/c3ds/runme.htm

Mark Steele, via email

Your correspondent should check out Aura DV at: www.newtek.com

David Liddle, via email

CAN YOU HELP?

I am intending to catalogue a large quantity of postage stamps. These comprise both British and foreign stamps. The aim is for eventual valuation.  Is anyone aware of any software that might simplify this task?

J. S, via email

I regularly have to compile several similar, but differing Contracts of Employment. Up to thirty contract terms may be selected from a library of about two hundred possible "master" terms and the resulting composite document personalised with an individual's name, job title etc.  At the moment I maintain the term library, copy and paste paragraphs of text for each term of each contract and then insert names, and other details. Apart from being extremely time-consuming and laborious, this procedure is prone to error. Can anyone suggest software, which will allow me to amend the "master terms", use a pro-forma to insert details such as name or job title, tick boxes to select specific terms and then compile and print a presentable document?

Mike Welby, via email