JACoW Team Meeting

1. JACoW Team Meeting Summary of Meeting Hywel Owen, Daresbury Laboratory

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

3. SPMS Overview – John Poole • History • Objectives • Features added recently • Implementation • Main features • Architecture • Administrative roles • How to start implementing SPMS

4. SPMS Overview (cont’d) • How does SPMS work? • Profiles and accounts • The Agreement

5. Repository Structure &Email Facility – Matt Arena • SPMS requirements • Browser requirements • Email facility • Conference email utility • Repository email utility • Email archives

6. 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

7. Customising Through System Parameters – John Poole • Page-by-page presentation of the options available to set up parameters in SPMS

8. 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

9. 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

10. Abstracts, Their Submission and QA – Charlie Horak • How to set up SPMS to accept abstracts • What constitutes abstract QA • How to reclassify abstracts

11. Program Codes – Charlie Horak • How to create program codes • How to number the papers and reassign IDs manually

12. Invitation-Only Conferences – Michaela Marx • Description of an invitation-only conference • How LINAC04 handled abstract submission: full-service for invitees • Administrator duties

13. 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

14. SPMS Data Flows – Ivan Andrian • Conference setup • From abstract to contributions • Paper reviewing • Paper editing • Quality assurance • Proceedings production

15. 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

16. EPAC06 Industrial Registration Module – Dan Faircloth • Overview • Payment form • Follow-up email sent • Taking payments [discussion on various methods of taking credit card payments]

17. Paper Submission – Jan Chrin • The LOC perspective • The author perspective • Security issues • Paper submission framework

18. 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

19. Poster Police – Christine PJG • Policy • Role of poster session managers (a/k/a poster police) • Poster police interface • Search for nonconforming posters • Email application

20. QA – Christine PJG • Purpose • OK for publication • Editor’s page / Paper final QA • QA editor actions • Result of actions

21. Editor’s Module – Matt Arena • Get Next Paper button • Active papers • Other links • SPMS Editor Workflow graphic

22. 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

23. Publication Scripts – Jeff Patton • List and description of scripts to run to create the final proceedings

24. 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

25. 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.

26. End of Day 1