9-11 October 2007 JACoW 2007 Knoxville Team Meeting JACoW 2007 Team meeting Knoxville, Tennessee 9-11 October 2007

9-11 October 2007 JACoW 2007 Knoxville Team Meeting PAC - EPAC Approaches to Editorial Tasks Christine Petit-Jean-Genaz EPAC Conferences Coordinator EPAC Editor / PAC’07 Editor SPMS Administrator JACoW Secretary Christine Petit-Jean-Genaz EPAC Conferences Coordinator EPAC Editor / PAC’07 Editor SPMS Administrator JACoW Secretary

9-11 October 2007 JACoW 2007 Knoxville Team Meeting Overview  What are the tasks (excluding Delegate/Exhibition Registration) to accomplish within the SPMS from setting up of the SPMS through to production of proceedings?  Who does what  Roles and Responsibilities  What are the tasks (excluding Delegate/Exhibition Registration) to accomplish within the SPMS from setting up of the SPMS through to production of proceedings?  Who does what  Roles and Responsibilities

9-11 October 2007 JACoW 2007 Knoxville Team Meeting In the beginning  Prior to the era of electronic publication, an Editor, was a person who collected mountains of outsize sheets of paper, ensured they were all formatted correctly, typed up a table of contents and author index, and delivered a hundredweight of camera-ready paper to a publisher…  The cost of printing thousands of volumes of paper was enormous…..  Prior to the era of electronic publication, an Editor, was a person who collected mountains of outsize sheets of paper, ensured they were all formatted correctly, typed up a table of contents and author index, and delivered a hundredweight of camera-ready paper to a publisher…  The cost of printing thousands of volumes of paper was enormous…..

9-11 October 2007 JACoW 2007 Knoxville Team Meeting  The era of electronic publication within has seen the emergence of JACoW team competence in the field of electronic publication, and with the introduction of the SPMS and gradually –introduction of scripts to upload/download files –processing status available on-line –introduction of scripts to pull all of the different electronic files together to produce the final version of the proceedings  The era of electronic publication within has seen the emergence of JACoW team competence in the field of electronic publication, and with the introduction of the SPMS and gradually –introduction of scripts to upload/download files –processing status available on-line –introduction of scripts to pull all of the different electronic files together to produce the final version of the proceedings

9-11 October 2007 JACoW 2007 Knoxville Team Meeting  Many different skills are required today. They could be carried out by one person, but in practice it is a team effort  Useful to look at the functions/tasks as set up in the SPMS to –improve functionality around authorized users and roles in the SPMS –better recognize the tasks to facilitate continuity and exchange between conferences  Many different skills are required today. They could be carried out by one person, but in practice it is a team effort  Useful to look at the functions/tasks as set up in the SPMS to –improve functionality around authorized users and roles in the SPMS –better recognize the tasks to facilitate continuity and exchange between conferences

9-11 October 2007 JACoW 2007 Knoxville Team Meeting Set up the conference instance of the SPMS IT or Regional Support Centre Set the ParametersSPMS Administrator/EditorSPMS Administrator/Scientific Secretariat Propose Invited Orals (creation of entries in SPMS) SPC ChairSAB/OC Approve/Reject ProposalsSPC Chair/Working Group Chairs Session Coordinators Scientific Secretariat Prepare Invitations to SpeakersSPC ChairScientific Secretariat (excel dump and mail merge) Follow status of invited oralsSPC ChairScientific Secretariat Abstract SubmissionEditorScientific Secretariat Preparation of publications (programme, author index) EditorScientific Secretariat Invitations to Editorial TeamEditorScientific Secretariat TaskPACEPAC

9-11 October 2007 JACoW 2007 Knoxville Team Meeting Arrangements for Editorial Team (accommodation, meals) EditorLocal Editor Preparation of hard- and software for on-line processing during conference ITLocal Editor/IT On-line processingEditorial Team Integrity of data for proceedings (titles, authors) EditorScientific Secretariat Checking that all papers were presented EditorScientific Secretariat Production of “wrappers”: photos, banner, copyright forms, organization, industrial exhibitors, list of participants, etc. EditorScientific Secretariat ScriptingITEditor-in-Chief

9-11 October 2007 JACoW 2007 Knoxville Team Meeting Complete ProductionEditor/ITEditorial Board: SPC and LOC Chairs (content and budget), Scientific Secretariat (integrity of data, status of receipt of files, preparationof “wrappers”), Editor-in-chief (scripting, production of JACoW- publishable final product) TestingEditorEditorial Board IEEE Copyright FormsEditorNot applicable Publication on JACoWJACoW Webmaster

9-11 October 2007 JACoW 2007 Knoxville Team Meeting Editor vs Scientific Secretariat/Editorial Board  PAC –“Editor” responsible for publication of proceedings, who runs the SPMS from abstract submission and just about everything in between - except (until ‘07) SPC relations  EPAC –scientific programme secretariat responsible for overall management of scientific programme working very closely with SPC from outset - definitely easier on the Secretariat –editorial Board: group of people responsible for publication of proceedings  PAC –“Editor” responsible for publication of proceedings, who runs the SPMS from abstract submission and just about everything in between - except (until ‘07) SPC relations  EPAC –scientific programme secretariat responsible for overall management of scientific programme working very closely with SPC from outset - definitely easier on the Secretariat –editorial Board: group of people responsible for publication of proceedings

9-11 October 2007 JACoW 2007 Knoxville Team Meeting Refine Roles/Privileges in SPMS  SPMS Administrator(s) (ALL privileges, scientific & registration) GOD  Scientific Programme Secretariat/Editor (ALL privileges re. scientific programme)  Editor-in-Chief (ALL privileges re. scientific programme)  Registration Manager (privileges re. Registration)  Conference Editor (editorial staff during conference processing)  Editor QA  Paper Reception (sort, file, edit)  Poster Session Managers (specific screen)  Speaker Interface (Editorial?) There is a fair amount of overlap between different roles, but they could also be entirely separate and it is time to refine this aspect of the SPMS …  SPMS Administrator(s) (ALL privileges, scientific & registration) GOD  Scientific Programme Secretariat/Editor (ALL privileges re. scientific programme)  Editor-in-Chief (ALL privileges re. scientific programme)  Registration Manager (privileges re. Registration)  Conference Editor (editorial staff during conference processing)  Editor QA  Paper Reception (sort, file, edit)  Poster Session Managers (specific screen)  Speaker Interface (Editorial?) There is a fair amount of overlap between different roles, but they could also be entirely separate and it is time to refine this aspect of the SPMS …