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JACoW 2009 Team Meeting

from to (Europe/Zurich)
at Deutsches Elektronensynchrotron (DESY)
Notkestrasse 85, Hamburg, Germany
Description 
JACoW holds a Team Meeting at least once per year to discuss technical matters related to the production and publication of accelerator conference proceedings. Participation is by invitation only, Team members are expected to attend and members of the JACoW Steering Committee are invited. Other experts may also be invited. This year's TM will devote a good fraction of the time to a complete review of the Scientific Programme Management System (SPMS), the tool developed by the JACoW Collaboration to manage contributions to the programme, delegate and exhibitor registration, hotel accommodation, refereeing, etc.
Participants Ivan Andrian; Matt Arena; Jose Benito Gonzalez Lopez; Christine Petit-Jean-Genaz; Leandro Piazza; Marie Robichon; Volker RW Schaa; Karl Smolenski; Sue Waller
Go to day
  • Sunday, 1 November 2009
    • 14:00 - 14:30 Registration 
      Registration and payment of meeting fees
    • 14:30 - 15:30 Opening Session
      Material: slides powerpoint file pdf file
      • 14:30 Introduction from the Chairman 1h0' 
        Introduction of participants and the Chairman's Status report on activities since the last TM at KEK in November 2008.
        Speaker: Mr. Volker RW Schaa (GSI)
    • 15:30 - 16:00 Conference Reports 2009 
      Brief (10') reports on conferences held during 2009
      • 15:30 PAC'09 10' 
        Brief report on PAC'09 since a full debrief is scheduled later in the programme
        Speaker: Dr. Martin Comyn (TRIUMF)
        Material: Slides pdf filedown arrow
      • 15:40 ICAP'09 10'
        Speaker: Joe Chew (Lawrence Berkeley National Laboratory)
        Material: Slides pdf filedown arrow
      • 15:50 HIAT'09 10'
        Speaker: Piero Antonio Posocco
        Material: Slides powerpoint file pdf file
    • 16:00 - 16:30 Coffee Break
    • 16:30 - 18:00 Conference Reports 2009 
      Brief (10') reports on JACoW events scheduled during 2009
      • 16:30 DIPAC'09 10'
        Speaker: Dr. Jan Chrin (Paul Scherrer Institut)
        Material: Slides powerpoint file pdf file
      • 16:40 COOL'09 10'
        Speaker: Lijun Mao (IMP-CAS)
        Material: Slides pdf file slides powerpoint file
      • 16:50 SRF'09 10'
        Speaker: Dr. Michael Abo-Bakr (BESSY)
        Material: Slides powerpoint file pdf file
      • 17:00 ICALEPCS'09 10'
        Speaker: Akihiro Yamashita (SPring-8)
        Material: Slides powerpoint file pdf file
      • 17:10 FEL'09 10'
        Speaker: Sue Waller (STFC Daresbury Laboratory)
        Material: Slides powerpoint file pdf file
      • 17:20 ICFA Advanced Beam Dynamics Workshop ERL'09 10'
        Speakers: Karl Smolenski (Cornell), Karl Smolenski (Cornell University), Karl Smolenski (Cornell University)
        Material: Slides powerpoint filedown arrow pdf filedown arrow
  • Monday, 2 November 2009
    • 09:00 - 10:30 Reports from SPMS Regional Support Centres and KEK Mirror Site
      • 09:00 SPMS RSC Activities in North America 20'
        Speaker: Mr. Matt Arena (FNAL)
        Material: Slides powerpoint file pdf file
      • 09:20 SPMS RSC Activities in Europe, and Issues relating to Publication on JACoW 20'
        Speaker: Ronny Billen (CERN)
        Material: Slides powerpoint filedown arrow pdf file
      • 09:40 SPMS RSC Activities in Asia 20' 
        This presentation will also include experience of setting up the RSC in Asia this year
        Speaker: Takashi Kosuge
        Material: Slides powerpoint file pdf file
      • 10:00 Report on Activities related to the JACoW Mirror Site at KEK 20'
        Speaker: Mr. Akihiro Shirakawa (KEK)
        Material: Slides powerpoint file pdf file
    • 10:30 - 11:00 Coffee Break
    • 11:00 - 12:30 Choice of Tool for Conference Organization and Proceedings Production, SPMS or InDiCo?
      • 11:00 Overview of SPMS 1h30' 
        This presentation will describe the SPMS architecture, the repositories, synchronization between conference instances, and how coordination between the regional support centres is achieved
        Speaker: Mr. Matt Arena (FNAL)
        Material: Slides powerpoint file pdf file
    • 12:30 - 14:00 Lunch Break
    • 14:00 - 15:30 Choice of Tool for Conference Organization and Proceedings Production, SPMS or InDiCo?
      • 14:00 Introduction to InDiCo 1h30' 
        Overview of InDiCo functionality, including the possibility of setting up InDiCo Regional Support Centres for JACoW events, and the feasibility of using the JACoW repositories for these events
        Speaker: Mr. Jose Benito Gonzalez Lopez (CERN)
        Material: slides powerpoint file pdf file
    • 15:30 - 16:00 Coffee break
    • 16:00 - 18:00 "Problem Corner" and Choice of Tool for Conference Organization and Proceedings Production: SPMS or InDiCo?
      • 16:00 Fonts and Encoding 30'
        Speaker: Mr. Volker RW Schaa (GSI)
        Material: slides pdf file
      • 16:30 Generic PostScript Printer for JACoW 15'
        Speaker: Raphael Mueller (GSI)
        Material: Slides pdf filedown arrow
      • 16:45 Generic PostScript Printer for MAC OS 15'
        Material: Slides pdf file
      • 17:00 Compatibility between InDiCo and JPSP 30' 
        Issues to watch when using InDiCo with a view to preparing the proceedings using the JACoW Proceedings Script Package (JPSP).  Production of an InDiCo "Cookbook"
        Speaker: Mr. Volker RW Schaa (GSI)
        Material: Slides powerpoint file pdf file
      • 17:30 JACoW Repositories and InDiCo 30' 
        Discussion on the feasibility of using the JACoW Repositories with InDiCo
        Speaker: Mr. Volker RW Schaa (GSI)
  • Tuesday, 3 November 2009
    • 09:00 - 10:30 Conference Organization with the SPMS 
      The activities related to conference organization will be described in the context of the SPMS.  It is hoped that the SPMS documentation, currently under preparation, will be available to supplement the presentations.
      • 09:00 Brief Introduction to the SPMS Overview 5'
        Speaker: Christine Petit-Jean-Genaz (CERN)
      • 09:05 Setting up an SPMS Conference Instance 20' 
        This presentation describes the procedure and steps required to request, and set up an SPMS instance:  permission to use the SPMS, permission to use the Profiles/Affiliation Data, installing and customizing SPMS instances, synchronization to the central repository, initial parameter setup upon "delivery"
        Speaker: Ronny Billen (CERN)
        Material: Slides powerpoint file pdf file
      • 09:25 General Database Administration 1h5' 
        This sub-session will include several presentations describing items of general interest
        • Authorized Users and Roles - Fine-grained Access 20'
          Speaker: Mr. Matt Arena (FNAL)
          Material: Slides powerpoint file pdf file
        • System Parameters 20'
          Speaker: Mr. Matt Arena (FNAL)
          Material: Slides powerpoint file pdf file
        • Data Dictionary w/Dependencies 5'
          Speaker: Mr. Matt Arena (FNAL)
          Material: Slides powerpoint file pdf file
        • Email Utility (Editor/Proceedings, Repository) 10'
          Speaker: Christine Petit-Jean-Genaz (CERN)
        • Invitees 10'
          Speaker: Dr. Martin Comyn (TRIUMF)
          Material: Slides pdf file
    • 10:30 - 11:00 Coffee Break
    • 11:00 - 12:30 Conference Organization with the SPMS
      • 11:00 Setting up: Useful Hints, Gadgets, Responsibilities 30' 
        This session will cover:  Roles and Privileges, Keeping the Repository "clean", Authorized Users and Roles for the Scientific Programme Administrator (and others), invitations and lists (e.g. committees, sponsors, editors), attributes, mail merge to produce invitations (SAB, invited speakers) using data extracts and standard letters, labels, etc., forms, data extracts, reports and statistics
        Speaker: Christine Petit-Jean-Genaz (CERN)
      • 11:30 Scientific Programme: Pre-conference 30' 
        The following session will endeavour to move through activities in chronological order, with particular emphasis on: Profile Search/Edit (possibility to create new profiles, clean-up profiles), Classifications:  Main, Sub, Combine Main and Sub-classifications, Experts, Sessions, Building programme codes with Location Codes, Presentation Type (Contributions - Sessions)
        Speaker: Christine Petit-Jean-Genaz (CERN)
      • 12:00 Scientific Programme: Pre-Conference 30' 
        PC Mode & Activities: Submission of Proposals for Invited Orals, Identification of invited oral priorities, parameters, Selection of contributed orals, priorities, parameters, Assigning Programme Codes to Oral Presentations (manual), Session Chair Management
    • 12:30 - 14:00 Lunch Break
    • 14:00 - 16:00 Conference Organization with the SPMS
      • 14:00 Scientific Programme: Pre-conference 30' 
        This part of the SPMS review will cover the activities between abstract submission and setting up for the conference: abstract submission (parameters, abstract QA, search all contributions), Programme Codes for poster presentations (assign/move paper IDs), poster programme code sort order (grouping of posters "village" system or otherwise)
        Speaker: Christine Petit-Jean-Genaz (CERN)
      • 14:30 Importing SPMS Data from the SPMS into the Conference Website 30' 
        This presentation will describe how to extract data from the SPMS to be published at the conference website:  on-line exhibition layout/exhibitors, list of participants, oral presentations, etc.
        Speaker: Stefano Deiuri (Elettra, Sincrotrone Trieste)
        Material: slides pdf file
      • 15:00 Scientific Programme: Preparing for the conference 1h0' 
        This session reviews the activities that take place just prior to the conference, in preparation for the event
        • Assigning privileges 10' 
          JACoW Editorial Team:  Editing, QA, e-mail, Poster Session Managers, Speaker Interface, Author Reception Staff
          Speaker: Christine Petit-Jean-Genaz (CERN)
        • File Upload/Download Scripts 20' 
          This presentation describes the functionality of the scripts, and how to set the SPMS parameters
          Speaker: Dr. Martin Comyn (TRIUMF)
          Material: Slides pdf file
        • Setting up the computers, software, licenses 20'
          Speaker: Dr. Martin Comyn (TRIUMF)
          Material: Slides pdf file
        • The Electronic Dotting Board 10'
          Speaker: Mr. Matt Arena (FNAL)
          Material: Slides powerpoint file pdf file
    • 16:00 - 16:30 Coffee Break
    • 16:30 - 18:00 Conference Organization with the SPMS
      • 16:30 Scientific Programme Activities: During the Conference 1h0' 
        This session reviews the Speaker Interface (retrieving _talks), criteria for processing and implications, retrieving and processing transparencies, author reception activities, poster ession maintenance by managers, refereeing module
        Speaker: Dr. Martin Comyn (TRIUMF)
        • Speaker Interface: retrieving _talks from the SPMS 10'
          Speaker: Michaela Marx (DESY)
        • Retrieving, and processing transparencies 10'
          Speaker: Michaela Marx (DESY)
          Material: Slides powerpoint file pdf file
        • Criteria for Processing and Implications 20' 
          It is necessary to provide editors with clear guidelines concerning the editorial criteria.  The importance of maintaining one set of criteria, and procedure, is emphasized ...
          Speaker: Dr. Martin Comyn (TRIUMF)
          Material: Slides pdf file
        • Author Reception Activities 10'
          Speaker: Jana Thomson (TRIUMF)
          Material: Slides powerpoint file pdf file
        • Poster Session Management 5'
          Speaker: Christine Petit-Jean-Genaz (CERN)
        • Refereeing Module 5'
          Speaker: Sue Waller (STFC Daresbury Laboratory)
          Material: Slides powerpoint file pdf file
      • 17:30 Scientific Programme Activities: Immediately following the Conference 30'
        • Cross-checking authors/titles 10'
          Speaker: Christine Petit-Jean-Genaz (CERN)
        • Special characters in file names & photo albums ('&', spaces, etc.) 5'
          Speaker: Mr. Volker RW Schaa (GSI)
          Material: Slides pdf file
        • Wrappers 5'
          Speaker: Christine Petit-Jean-Genaz (CERN)
        • Pre-press Publication 10'
          Speaker: Mr. Volker RW Schaa (GSI)
  • Wednesday, 4 November 2009
    • 09:00 - 10:30 Conference Organization with the SPMS
      • 09:00 Publications 45' 
        This presentation will provide hints on how to produce an Abstracts Brochure, a Programme Booklet, and a Hard copy of proceedings, if required, via the SPMS
        Speaker: Mr. Volker RW Schaa (GSI)
      • 09:45 JPSP for the Caveman 45' 
        This presentation will describe how easy it is to run the scripts to produce the JACoW publication package ...
        Speaker: Mr. Jeff Patton (Oak Ridge National Laboratory - Spallation Neutron Source)
        Material: Slides powerpoint filedown arrow pdf file
    • 10:30 - 11:00 Coffee Break
    • 11:00 - 12:30 Conference Organization with the SPMS
      • 11:00 Delegate Registration 30' 
        This presentation will cover setup and maintenance, payments and invoices, registration reports, visa invitation letters
        Speaker: Dr. Ivan Andrian (Elettra)
        Material: Slides pdf file live broadcast unknown type file
      • 11:30 Exhibition Booth Rental/Registration 30' 
        This presentation will cover setup and maintenance, payments and invoices, registration reports
        Speaker: Dr. Ivan Andrian (Elettra)
        Material: Slides presentation file pdf file
      • 12:00 Accommodation 20' 
        This presentation will cover the accommodation module.
        Speaker: Dr. Ivan Andrian (Elettra)
        Material: Slides presentation file pdf file
    • 12:30 - 14:00 Lunch Break
    • 14:00 - 16:00 Post Mortem of Linac'08 and PAC'09
      • 14:00 Linac'08 and PAC'09 Post Mortem 2h0' 
        This presentation will cover experience during the proceedings production process for Linac'08 and PAC'09, in particular concerning editing and processing issues encountered
        Speakers: Dr. Martin Comyn (TRIUMF), Jana Thomson (thomson@trmail.triumf.ca)
        Material: Slides pdf file
    • 16:00 - 16:30 Coffee Break
    • 16:30 - 18:00 New SPMS Functionality
      • 16:30 Technical Issues (1) 30'
        • Software Licenses 10' 
          This presentation will briefly report on the number of users of JACoW Acrobat/Pitstop software
          Speaker: Ronny Billen (CERN)
        • Acrobat & Pitstop 20' 
          This presentation will discuss Acrobat/Pitstop 9 and whether it is time to upgrade from Acrobat/Pitstop 7, with a decision on purchase, number of licenses, and who pays
          Speaker: Dr. Martin Comyn (TRIUMF)
          Material: Slides pdf file
      • 17:00 Technical Issues (2) 20'
        • Templates 5' 
          Review of templates for word documents (PC & Mac)
          Speaker: Cathy Eyberger (ANL)
        • Templates 10' 
          Review of LaTeX templates, compared to Word, and harmonization
          Speaker: Dr. Martin Comyn (TRIUMF)
          Material: Slides pdf file
        • Templates 5' 
          Review of Open Office templates ... do we need them?
          Speaker: Dr. Ivan Andrian (Sincrotrone Trieste S.C.p.A.)
      • 17:20 SPMS Enhancements 20' 
        This presentation will cover recently implemented enhancements, and plans for new functionality, in particular with input from users
        Speaker: Mr. Matt Arena (FNAL)
        Material: Slides powerpoint file pdf file
      • 17:40 SPMS and Project Management 20' 
        This presentation will attempt to move further with respect for proposals made at the 2008 TM
        Speaker: Dr. leandro piazza (INFN-LNS)
        Material: Slides powerpoint file pdf file
  • Thursday, 5 November 2009
    • 09:00 - 10:50 Conference Reports 2010, 2011, 2012 
      Editors of JACoW events planned for 2010, 2011 and 2012 will present brief (10') reports on the current status of organization
      • 09:00 IPAC'10 10'
        Speakers: Christine Petit-Jean-Genaz (CERN), Mr. Akihiro Shirakawa (KEK)
        Material: Slides powerpoint file pdf file
      • 09:10 Linac'12 10'
        Speaker: Ms. Ilanit Hoffman Moran
        Material: Slides powerpoint file pdf file
      • 09:20 FEL'10 10'
        Speaker: Leif Liljeby (Stockholm University)
        Material: Slides powerpoint file pdf file
      • 09:30 Linac'10 10'
        Speaker: Hiroyuki Sako (Japan Atomic Research Agency)
        Material: Slides powerpoint file pdf file
      • 09:40 BIW'10 10'
        Speaker: Joe Chew (Lawrence Berkeley National Laboratory)
        Material: Slides powerpoint file pdf file
      • 09:50 ICFA Advanced Beam Dynamics Workshop HB'10 10'
        Speaker: Dr. Jan Chrin (Paul Scherrer Institut)
        Material: Slides powerpoint file pdf file
      • 10:00 PAC'11 10'
        Speaker: Todd Satogata (BNL)
        Material: Slides powerpoint file pdf file
      • 10:10 IPAC'11 10'
        Speaker: Christine Petit-Jean-Genaz (CERN)
        Material: Slides pdf file
      • 10:20 DIPAC'11 10'
        Speaker: Michaela Marx (DESY)
        Material: Slides powerpoint file pdf file
      • 10:30 ICALEPCS'11 10'
        Speaker: Marie Robichon (ESRF)
        Material: Slides powerpoint file pdf file
      • 10:40 IPAC'12 10'
        Speaker: Paul Jines (CAMD)
        Material: Slides powerpoint file pdf file
    • 10:50 - 11:05 Coffee Break
    • 11:05 - 12:00 Round table discussion on 2009 TM, future activities, etc.
    • 12:00 - 12:30 Summing up
      • 12:00 Summing up by the Chairman 30'
        Speaker: Mr. Volker RW Schaa (GSI)