JACoW Team Meeting Summary of Meeting Hywel Owen, Daresbury Laboratory

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen2 Summary of the Seminar on the JACoW Systems for Conference Organisation and Proceedings Production held on Day 1 of the 2005 JACoW Team Meeting

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen3 SPMS Overview – John Poole History Objectives Features added recently Implementation Main features Architecture Administrative roles How to start implementing SPMS

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen4 SPMS Overview (cont’d) How does SPMS work? Profiles and accounts The Agreement

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen5 Repository Structure & Facility – Matt Arena SPMS requirements Browser requirements facility Conference utility Repository utility archives

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen6 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, facility, data dictionary, and additions

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen7 Customising Through System Parameters – John Poole Page-by-page presentation of the options available to set up parameters in SPMS

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen8 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 Summary, November 2005, INFN Frascati, Italy, Hywel Owen9 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

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen10 Abstracts, Their Submission and QA – Charlie Horak How to set up SPMS to accept abstracts What constitutes abstract QA How to reclassify abstracts

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen11 Program Codes – Charlie Horak How to create program codes How to number the papers and reassign IDs manually

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen12 Invitation-Only Conferences – Michaela Marx Description of an invitation-only conference How LINAC04 handled abstract submission: full-service for invitees Administrator duties

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen13 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

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen14 SPMS Data Flows – Ivan Andrian Conference setup From abstract to contributions Paper reviewing Paper editing Quality assurance Proceedings production

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen15 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

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen16 EPAC06 Industrial Registration Module – Dan Faircloth Overview Payment form Follow-up sent Taking payments [discussion on various methods of taking credit card payments]

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen17 Paper Submission – Jan Chrin The LOC perspective The author perspective Security issues Paper submission framework

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen18 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

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen19 Poster Police – Christine PJG Policy Role of poster session managers (a/k/a poster police) Poster police interface Search for nonconforming posters application

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen20 QA – Christine PJG Purpose OK for publication Editor’s page / Paper final QA QA editor actions Result of actions

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen21 Editor’s Module – Matt Arena Get Next Paper button Active papers Other links SPMS Editor Workflow graphic

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen22 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

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen23 Publication Scripts – Jeff Patton List and description of scripts to run to create the final proceedings

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen24 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

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen25 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.

Presentation Summary, November 2005, INFN Frascati, Italy, Hywel Owen26 End of Day 1