1. 16 December 2005 PAC’07 LOC PAC’07 Meeting of Local Organizing Committee 16 December 2005

2. 16 December 2005 PAC’07 LOC Report on the JACoW 2005 Team Meeting and Setting up the SPMS for PAC’07 Christine Petit-Jean-Genaz, CERN PAC’07 Editor with Luce Salas EPAC Conferences Coordinator JACoW Secretary Christine Petit-Jean-Genaz, CERN PAC’07 Editor with Luce Salas EPAC Conferences Coordinator JACoW Secretary

3. 16 December 2005Meeting of PAC’07 LOC What is JACoW  Joint Accelerator Conferences Website Joint Accelerator Conferences Website –Set up in 1997 for the publication of PAC and EPAC Proceedings –Now hosts 11 conference series  APAC, EPAC, PAC, CYCLOTRONS, DIPAC, ICAP, IFEL, ICALEPCS, ICFA ABDW, LINAC, RuPAC –Located at CERN (Geneva) with a mirror site at KEK (Japan) –45 sets of proceedings published to date –Around 250,000 paper downloads per year  Joint Accelerator Conferences Website Joint Accelerator Conferences Website –Set up in 1997 for the publication of PAC and EPAC Proceedings –Now hosts 11 conference series  APAC, EPAC, PAC, CYCLOTRONS, DIPAC, ICAP, IFEL, ICALEPCS, ICFA ABDW, LINAC, RuPAC –Located at CERN (Geneva) with a mirror site at KEK (Japan) –45 sets of proceedings published to date –Around 250,000 paper downloads per year

4. 16 December 2005Meeting of PAC’07 LOC Also a Collaboration …  The past, current and future Editors of each series form a Steering Committee, which meets yearly at PAC and EPAC  Provides “Editor” education for new Editors to get hands on experience and learn electronic publication techniques from the “pioneers” during each PAC and EPAC  The Steering Committee reports to the Scientific Program Chairs, past, current and future, in each series  Editors meet annually at Team Meetings to stay abreast of electronic publication techniques…  Provides “Author” education - guidelines for preparation of electronic files using templates, etc.  Has developed the SPMS …  The past, current and future Editors of each series form a Steering Committee, which meets yearly at PAC and EPAC  Provides “Editor” education for new Editors to get hands on experience and learn electronic publication techniques from the “pioneers” during each PAC and EPAC  The Steering Committee reports to the Scientific Program Chairs, past, current and future, in each series  Editors meet annually at Team Meetings to stay abreast of electronic publication techniques…  Provides “Author” education - guidelines for preparation of electronic files using templates, etc.  Has developed the SPMS …

5. 16 December 2005Meeting of PAC’07 LOC Bumper turnout at 2005 TM in Rome  32 participants representing all series, Editors, Administrators, IT & Database experts  Program prepared on a competing system, InDiCoInDiCo  58 oral presentations –Special seminar on the SPMS … –Reports from all conference series –Technical Issues relating to Proceedings Production –Templates, special characters, etc. –Extending scope of JACoW to include CAS/USPAS Lecture Notes, “extinct” journals (Particle Accelerators), “extinct” conferences (HEACC)  32 participants representing all series, Editors, Administrators, IT & Database experts  Program prepared on a competing system, InDiCoInDiCo  58 oral presentations –Special seminar on the SPMS … –Reports from all conference series –Technical Issues relating to Proceedings Production –Templates, special characters, etc. –Extending scope of JACoW to include CAS/USPAS Lecture Notes, “extinct” journals (Particle Accelerators), “extinct” conferences (HEACC)

6. 16 December 2005Meeting of PAC’07 LOC The SPMS, What is it?  Full Conference Management System developed by JACoW Collaboration –Uses Oracle software  Conference database  Two Associated Repositories –10,000 profiles/accounts of “individuals” working in the field of accelerator technology –Over 1500 “selectable’ affiliations of institutes and industry –All repository data are synchronized from the conference copy back to a Central Repository located at CERN –Conference data is repatriated to the Central Repository following the conference –Several conferences may be synchronizing back to the Central Repository simultaneously - thus a “shared” tool …  Full Conference Management System developed by JACoW Collaboration –Uses Oracle software  Conference database  Two Associated Repositories –10,000 profiles/accounts of “individuals” working in the field of accelerator technology –Over 1500 “selectable’ affiliations of institutes and industry –All repository data are synchronized from the conference copy back to a Central Repository located at CERN –Conference data is repatriated to the Central Repository following the conference –Several conferences may be synchronizing back to the Central Repository simultaneously - thus a “shared” tool …

7. 16 December 2005Meeting of PAC’07 LOC What does it do –Scientific Programme Management  All activities from abstract submission through to publication of proceedings at 2 clicks of a mouse !  Generates reports and statistics  Repatriation of meta data to the Central Repository –To facilitate indexing by libraries –To provide input for future conferences –To provide input to future Program Committees –Registration of Delegates  Management, Reports, Statistics and Accounting –Industrial Exhibition Registration  Idem as above … –Refereeing module –Scientific Programme Management  All activities from abstract submission through to publication of proceedings at 2 clicks of a mouse !  Generates reports and statistics  Repatriation of meta data to the Central Repository –To facilitate indexing by libraries –To provide input for future conferences –To provide input to future Program Committees –Registration of Delegates  Management, Reports, Statistics and Accounting –Industrial Exhibition Registration  Idem as above … –Refereeing module

8. 16 December 2005Meeting of PAC’07 LOC Setting up the SPMS for PAC’07 PAC’07 Setting up the SPMS for PAC’07 PAC’07  Now installed at FNAL: –The SPMS Oracle Database and Repositories  Matt Arena (the SPMS Designer) will act as Database Administrator  Luce Salas and Christine Petit-Jean-Genaz will have Conference Administrator privileges (all!) and manage the scientific program  Roberta Lopez will have Registration privileges, etc…  To be installed “locally” early in 2007 for submission of contributions to the proceedings: –A Web Server to interface the FNAL Oracle Database and –A File Server (for paper submission), could be same machine, but are preferably kept separate  EPAC’06 SPMS EPAC’06 SPMS  Now installed at FNAL: –The SPMS Oracle Database and Repositories  Matt Arena (the SPMS Designer) will act as Database Administrator  Luce Salas and Christine Petit-Jean-Genaz will have Conference Administrator privileges (all!) and manage the scientific program  Roberta Lopez will have Registration privileges, etc…  To be installed “locally” early in 2007 for submission of contributions to the proceedings: –A Web Server to interface the FNAL Oracle Database and –A File Server (for paper submission), could be same machine, but are preferably kept separate  EPAC’06 SPMS EPAC’06 SPMS

9. 16 December 2005Meeting of PAC’07 LOC Basic Architecture

10. 16 December 2005Meeting of PAC’07 LOC Central Repository System User User interacts through web forms starting from a log-in to JACoW Repository The web form speaks to oraweb.cern.ch the Oracle web server Oracle is installed on the CERN central computers and the repository database is set up here Database Machine Web Server

11. 16 December 2005Meeting of PAC’07 LOC Conference System User User interacts through web forms after log-in to conference DB The web form speaks to the Conference Oracle web server Oracle is installed on the conference computer and the conference database is set up in here The conference web server is able to access the file server via cgi scripts which take care of the file transfers File Server Web Server Database Machine Repository Database Machine

12. 16 December 2005Meeting of PAC’07 LOC Some 2006 Milestones…  Very soon –Configure the SPMS for the Scientific Program  Enter Main and Sub-Classifications  Prepare for PC  Mid 2006 –Prepare invitations to invited speakers –Configure the Delegate and Industrial Exhibition Registration Modules - watching closely developments at EPAC’06  Autumn 2006 –Call for Papers, SPMS ready to receive Abstracts –SPMS ready for Delegate and Industrial Exhibition Registration  End 2006 (following JACoW TM) –Finalize requirements for Proceedings Production  Very soon –Configure the SPMS for the Scientific Program  Enter Main and Sub-Classifications  Prepare for PC  Mid 2006 –Prepare invitations to invited speakers –Configure the Delegate and Industrial Exhibition Registration Modules - watching closely developments at EPAC’06  Autumn 2006 –Call for Papers, SPMS ready to receive Abstracts –SPMS ready for Delegate and Industrial Exhibition Registration  End 2006 (following JACoW TM) –Finalize requirements for Proceedings Production

13. 16 December 2005Meeting of PAC’07 LOC 2007 Milestones  Early January 2007 (attention APAC’07 end January) –Abstract Submission - Wednesday 10 January 2007?  February 2007 –Invite Editors  March/April 2007 –Set up and test Server for Paper Submission  April/May 2007 –Prepare clone of software for pc configuration (Editors)  May 2007 –Server ready to receive contributions to Proceedings –Program to Printer  Wednesday prior to Conference –Database SPMS Meeting –Deadline for submission of contributions to Proceedings  Thursday prior to Conference –Processing begins …  Early January 2007 (attention APAC’07 end January) –Abstract Submission - Wednesday 10 January 2007?  February 2007 –Invite Editors  March/April 2007 –Set up and test Server for Paper Submission  April/May 2007 –Prepare clone of software for pc configuration (Editors)  May 2007 –Server ready to receive contributions to Proceedings –Program to Printer  Wednesday prior to Conference –Database SPMS Meeting –Deadline for submission of contributions to Proceedings  Thursday prior to Conference –Processing begins …

14. 16 December 2005Meeting of PAC’07 LOC Enjoy!