Awards Program Management
Introduction to omniCONTESTS Newest Release of the Software with Ethan Harlow
OMNI Solutions Group, Inc. has been providing online awards and grant management solutions to national and international clients since 1997.
omniCONTESTS is an online awards and grant management system with three core modules: applicant, reviewer, and administrator. Administrators with questions can take advantage of online videos, online FAQ, online documentation and OMNI SG’s Client Support Services (CSS). The CSS team comprises product specialists and consultants, available via email or phone, familiar with omniCONTESTS and the typical patterns of online awards programs. OMNI SG also provides development services, should clients desire software enhancements or system integration.
Registration – Applicants fill out an online registration form to begin the entry creation process. The user provides their email. If the email is already in the system, the registration form is pre-filled with the user’s contact information. Applicants must register for each competition.
Forgot Password – Applicants can request their password from the applicant login page. The system asks for the user’s email then sends an email containing a password to the user if the system finds a matching email in the system.
Contact / Help – The applicant site can be configured to show multiple menu options, each leading to a full page on content configured by the administrator. Many applicant sites offer pages such as ‘Contact Us’, ‘Help’, etc.
Applicant Form – An applicant form can collect contact information (prefilled with registration information), categorization (type, member status, region), and as much additional information as desired (e.g., membership ID, company, how did you hear about us, etc.)
Entry Form – An entry form is a multi-tabbed online form geared to collect entry categorization (category, type, region), contact information (prefilled with applicant information), credits, file uploads, and as many additional questions as the competition requires.
File Uploads – The system allows any type of file to be uploaded into an entry. Thumbnails are automatically created for JPG/JPEG images and for videos.
Video Transform – The system automatically creates an FLV file when the applicant uploads a video. The FLV file is geared for fast playback during judging or for display in a competition omniGALLERY. More than 20 video file types are supported. Single video files only (e.g., MOV, WMV, MPG, AVI, etc.). DVD files sets (e.g., IBO) cannot be transcoded.
Entry List – Applicants can view a list of their entries with various data and action columns, like ID, Title, Category, Type, Status, ‘print’, ‘copy’, etc.
Entry Submission Checklist – Applicant and entry form fields can be defined as optional, required to save, or required to submit. An entry form checklist informs the applicant what is missing in an entry.
Entry Status – An entry can display in the entry list ‘incomplete’ to ‘complete but not submitted’ to ‘submitted’.
Fees based on Applicant and Entry Categorization – Entry fees can vary based on an applicant’s categorization (type, region, member status, or organization member status) or an entry’s categorization (category, type, or region).
Add-on Fees – Entry fees can vary based on answers to custom entry form questions. For example, a question can be configured “Do you ride motorcycles?” and the answer ‘yes’ can add-on $X to the entry’s total fee.
Fee Periods – The system allows up to five distinct fee periods. Entry fees can vary based on any of the following: entry creation date, entry submission date, or entry payment date.
Invoice List – Applicants can view a list of their entries and their payment status (due, paid, and balance).
Online Payment – Applicants can pay online in a secure, SSL protected environment. Supported gateway include Authorize.NET, PayPal Website Payments Pro, PayPal Payflow Pro, and PayPal Standard (free version).
Emails – The system can send personalized emails when an applicant registers, pays, and submits an entry for judging.
Print – Applicants can print each entry. The printable entry form includes all questions, answers, credits, and file details. File upload thumbnails, where applicable, are displayed.
The following are a few select screen-grabs of the applicant module.
The following is a short list of highlighted administrator features. Numerous administrator features are added each month.
Applicant Site Configuration - Style, menu, instructional text, email, workflow, payment gateway, over 200 applicant site settings.
Applicant Form Configuration - Categorization, contact information, custom fields, required fields, hide/display fields
Applicant Categorization Configuration - Category (up to 3 hierarchical levels), Type, Region. Custom field display based on Categorization specified by applicant.
Entry Form Configuration - Tabs, categorization, contact information, custom fields, required fields, hide/display fields.
Entry Custom Field Configuration – Custom Fields are configured by administrators and are visible on the entry form. Custom fields can:
- be select-one, multi-select, radio buttons, check box, check box group, file upload, or text
- be hidden from the ‘print’ version
- be hidden from the ‘reviewer’ scorecard
- be visible ONLY on the ‘reviewer’ scorecard
- result in fees, based on the answer provided
- result in other custom fields displaying, based on the answer provided
Contact Management – Create, view, or edit administrators, reviewers, applicants, and organizations.
Applicant Impersonation – Impersonate an applilcant or any of their entries.
Fee Configuration – Fee configuration can handle an unlimited # of combinations includes applicant categorization, entry categorization, entry custom field answers, discounts, late fees, and custom fees not predefined in the fee configuration module.
Entry Price Management – Administrators can add a custom fee to an entry.
Payment Management – Administrators can add/edit/delete payments.
Email Configuration - Define text, style, dynamic date elements, logos, etc. for all emails sent by the system to applicants, reviewers, winners, non-winners, etc.
Entry Judging Status – Entries can have one of five statuses on its way to being “in judging”. Entries can be Incomplete, Complete but not Submitted, Submitted, Accepted, or Disqualified. Applicants can submit their entry. Administrators can ‘Accept’ an entry into judging or ‘Disqualify’ an entry out of judging.
Advance Entries to Subsequent Reviewer Rounds – Multiple judge rounds can be configured by administrators. Entries can be advanced from one round to another. Score averages are visible and entry categorization data filters are available, so advancing is easy from the entries list page.
Reivewer Site Configuration - Style, menu, instructional text, email, workflow, over 200 reviewer site settings.
Review Panel Team Configuration – Create teams, assign buckets of entries and assign reviewers.
Entry Group Configuration – Configure buckets of entries to be assigned to review panel teams. Create entry groups in ‘mass’ and fill them with entries in ‘mass’ or one at a time.
Score Criteria Configuration – Criteria can be configured across an entire judge round or for a subset of judge entry groups.
Score Management – Reviewers’ scores can be created, viewed, and updated by administrators. Scores can be looked up by reviewer or entry.
Award Management – Awards are defined by administrators then assigned to entries according to competition business rules.
Designate Award Winners, Finalists, etc. – Awards can be assigned to entries in ‘mass’ using list page actions. The entry list page displays pertinent score and award data. It also provides pertinent filters and ‘mass’ actions. Together, these features make assigning awards easy from the entry list page.
FAQ – More than 50, searchable ‘Frequently Asked Questions’. More FAQ go online each month.
Training Videos – More than 60 minutes of training videos geared to assist the first time administrator. More videos go online each month.
Setting Search – More than 400 settings can be configured by the administrator. Navigate to settings via the menu system or ‘search’ for them based on page or keyword.
Payment Gateway Configuration – Define the payment gateway to which omniCONTESTS passes payments. Configure payment gateway ‘keys’ that form the bridge between between omniCONTESTS and your supported gateway.
List Pages – omniCONTESTS data is managed via a series of list pages, each of which offers:
- Create/Edit/Delete list item
- Simple and Advanced Search
- Column Click to Sort
- Export to XLS
- Checkboxes and List Actions (to be taken on ‘checked’ items)
Multiple Language using Site Configuration – Because applicant and reviewer sites are built with a “total content management” philosophy, any visible text on either site can be managed by the administrator. English is the default language, but any field, page instruction, or email can be updated to display text in any windows supported Unicode-16 character set.
The following are a few select screen-grabs of the administrator module.
Registration – Reviewers can sign up online to be a reviewer in a competition. The system can automatically send an email to a prospective reviewers. Registered reviewers show up in the admin site and can be ‘approved’ by administrators. The admin site can automatically send an email when a reviewer is approved.
Contact / Help – The reviewer site can be configured with multiple menu options, each leading to a full page on content configured by the administrator.
Entry Groups List – The reviewer begins the scoring process by selecting one of the entry groups available to the review team.
Entry List – The reviewer continues the scoring process by selecting an entry from the entry list. The entry list has many columns to help provide an overview of the entries available to score. Columns include ID, Title, Category, My Score (avg), My Score (total), etc. Column headers are clickable for easy sorting.
Scorecard – The scorecard consists of score criteria (required), reviewer comments (optional or required), reviewer checkboxes (optional), and the reviewer’s version of the entry form.
Reviewer Entry Form – Reviewers can view the tabbed entry form, including answers and file uploads.
Criteria – Reviewers score each entry according to the criteria configured by the administrator. The criteria are displayed atop the online scorecard. Criteria can be radio buttons or select-one drop down boxes. The score options in a criterion can display text (e.g., Excellent), numerical values (e.g., 10), or both (e.g., 10 – Excellent)
Comments – The scorecard can display up to three comments boxes for a reviewer to provide feedback about an entry. Comment boxes can be labeled by the administrator, for example “Please provide feedback (will not be shared with applicant)”.
Checkboxes – The scorecard can display up to three checkboxes. Checkboxes are geared for reviewers to answer yes/no questions about each entry. Checkboxes can be labeled by the administrator, for example “Wrong Category?” or “Recommend Finalist”.
Recusal – Reviewers can click a ‘recuse’ button when viewing an entry. Recusing allows a reviewer to opt-out of scoring an entry if there is a conflict. Recused entries are no longer visible to the recusing reviewer.
The following are a few select screen-grabs of the reviewer module.