JACoW Team Meeting Summary of Meeting Hywel Owen, Daresbury Laboratory

JACoW Team Meeting

Summary of Meeting

Hywel Owen, Daresbury Laboratory

Presentation Summary,November 2005, INFN Frascati, Italy, Hywel Owen 2

Summary of the

Seminar on the JACoW Systems for Conference Organisation and Proceedings Production

held on

Day 1 of the 2005 JACoW Team Meeting


SPMS Overview – John Poole

• History

• Objectives

• Features added recently

• Implementation

• Main features

• Architecture

• Administrative roles

• How to start implementing SPMS


SPMS Overview (cont’d)

• How does SPMS work?

• Profiles and accounts

• The Agreement


Repository Structure &Email Facility – Matt Arena

• SPMS requirements

• Browser requirements

• Email facility

• Conference email utility

• Repository email utility

• Email archives


Setting up a New Conference – Jeff Patton

• Web site at FNAL with zip files containing SPMS files at www-esh.fnal.gov/spms/

• Zip files include list of files you need and readme file with step-by-step instructions

• Hardware requirements

• File server and db server should be separate

• Also presented information on JACoW repository, background jobs, SPMS User setup, email facility, data dictionary, and additions


Customising Through System Parameters – John Poole

• Page-by-page presentation of the options available to set up parameters in SPMS


Classifications and Sub-classifications – Christine PJG

• Description of classifications

• Main Classifications screen – fields(PAC and EPAC styles are merging)

• Sub-classifications screen (entered by Administrator)

• Combine Main and Sub-classifications screens


Presentation Types and Options -- Christine PJG

• Presentation types for Contributions (e.g., invited oral, contributed oral, poster, etc.)

• Presentation types for Sessions (places a type of presentation in a physical space)

• Conclusion: There is a certain confusion about the way these two screens are labeled and used

• In-depth discussion on this topic was deferred to later in the workshop when this subject was addressed again


Abstracts, Their Submission and QA – Charlie Horak

• How to set up SPMS to accept abstracts

• What constitutes abstract QA

• How to reclassify abstracts


Program Codes – Charlie Horak

• How to create program codes

• How to number the papers and reassign IDs manually


Invitation-Only Conferences – Michaela Marx

• Description of an invitation-only conference

• How LINAC04 handled abstract submission: full-service for invitees

• Administrator duties


SPMS Functionality for Authors – Ivan Andrian

• Description of the authors interface

• Adding a new author

• Abstracts list and main screen for authors

• What’s behind a new profile

• What happens after submitting an abstract

• Paper uploading

• When and why to resubmit a paper

• QA


SPMS Data Flows – Ivan Andrian

• Conference setup

• From abstract to contributions

• Paper reviewing

• Paper editing

• Quality assurance

• Proceedings production


Registration Module – Naomi Wyles

• General Functionality

• Data Flow--General

• Data Flow--Payments

• How to set up a registration form: defining fields, building web pages

• The Administrator’s role


EPAC06 Industrial Registration Module – Dan Faircloth

• Overview

• Payment form

• Follow-up email sent

• Taking payments [discussion on various methods of taking credit card payments]


Paper Submission – Jan Chrin

• The LOC perspective

• The author perspective

• Security issues

• Paper submission framework


The Refereeing Module – Beck Reitmeyer

• History

• Proposed workflow for adding a refereeing module

• Actual workflow (JACoW editing took place before the refereeing)

• Clear and confusing needs for next time

• Suggested system parameters

• Wish list for next time


Poster Police – Christine PJG

• Policy

• Role of poster session managers (a/k/a poster police)

• Poster police interface

• Search for nonconforming posters

• Email application


QA – Christine PJG

• Purpose

• OK for publication

• Editor’s page / Paper final QA

• QA editor actions

• Result of actions


Editor’s Module – Matt Arena

• Get Next Paper button

• Active papers

• Other links

• SPMS Editor Workflow graphic


Pre-press Publication – Charlie Horak

• List of steps necessary to prepare preliminary proceedings (formerly known as preliminary proceedings), i.e., no page numbers, indexes, wrapper material


Publication Scripts – Jeff Patton

• List and description of scripts to run to create the final proceedings


Publication on the JACoW Server – John Poole

• Publishing on JACoW

• Technical requirements of papers

• Second stage: edit JACoW home page to add links to new proceedings

• Revised JACoW home page with new drop-down lists of proceedings by conference

• Code listing of search engine interface


Post-Conference Feedback to the JACoW Repository – Christine PJG

• Aims• Data to repatriate• Search/Edit screen• Question for Matt: Would the data be repatriated

postconference to the JACoW central repository and be available in the future in the profiles repository for new conferences, or would it be synchronized to conferences already using copies of the repository?

• Answer: Need to query central repository through that conference to obtain this information. Information is there, a page needs to be written to access it.


End of Day 1

Documents

JACoW Team Meeting Summary of Meeting Hywel Owen, Daresbury Laboratory