2005 JACoW Team Meeting

•  Brief history, objectives, basic functionality, basic architecture
    o  Repository db
    o  Conference db
    o  File server
•  Profiles and accounts
•  The agreement to be signed by conference user
•  The roles of the various administrators

•  The basic structure of the database in general terms
•  System requirements for repository and conference systems
•  Oracle installations
•  Javascripts, cookies, browsers etc.
•  Email facility
   o  Functionality for administrator
   o  Possible recipients

•  What does the conference dba receive ?
•  What does the dba have to do to set it up ?
•  What are the hardware requirements ?
•  What do ‘Oracle jobs’ do for you ?

Parameter screens and explanation of the customisation process

•  What does the administrator see ?
•  How do you set it up ?
•  What are these parameters used for ?

•  What does the administrator see ?
•  How do you set it up ?
•  What are these parameters used for ?

•  Setting up classifications
•  Handling invited presentations
•  Re-classification (why, how)
•  What is abstract QA ?
•  What does the administrator have to do ?

•  Explain cannot open abstract submission without programme codes
•  What are the building blocks of the codes
•  How do the different conferences handle it
•  Automatic numbering – how to do it (and how to prevent it …)

•  What are these ?
•  What does the administrator have to do ?
•  What are the differences in the overall process ?

•  Abstract submission
•  What should happen for co-authors
•  How a new profile is created (repository first, then local – synchronisation issues)
•  How papers are submitted
•  Controls by the administrator (open and close submission, use of dots, invited
flag ..)
•  Dealing with re-submissions and late submissions (e.g. how can someone re-submit
after final QA ?)

•  What data flows where during preparatory phases, abstract
submission and paper submission

•  General functionality
•  Data flows
•  How to set up the screens for users

•  General functionality
•  Data flows
•  How to set up the screens for users

•  Setting up the file and web servers
•  Networking and hardware
•  Upload/download scripts
•  Security issues with scripts and web server

•  How to set up refereeing
•  How it works in practice
•  Handling status of papers

•  What are poster police
•  How poster police interact with the system

•  What is QA all about
•  What are the QA screens

•  Work flow for editors
•  What screens the editor sees
•  What and editor can do
•  Use of dots, and other status bits like poster police data

•  What is it
•  What are the pre-requirements
•  What the administrator has to do

•  What they do
•  What are the requirements and what data is needed
•  How do they work (general terms)
•  What is the final result

•  JACoW requirements
•  The steps to publication
•  What is the JACoW server
•  Indexation on the server

•  What data goes back and why
•  How do you do it and when
•  Reports from the repository

The current status and patches released in 2005 will be presented. The resources
required for supporting SPMS will be reviewed and compared to the current availability.

This talk will present the current status of the SPMS documentation
and outline plans for the continued development.

This talk will review the functionality which is no longer required in
the SPMS now that the system is mature and has been used for several
conferences.

This talk will attempt to explain the reason for the apparent presence
of bad characters in the repository.

This will be a brainstorming session to establish what is required and
how it should be represented in the database.

This talk will explain the difficulties of automatic poster numbering
and the village system.

An interface is required for the Programme Committee to enter
proposals for invited papers.

EPAC has a need to identify contributions which could be entered in a
prize competition.

It would be useful to be able to extract a set of Email addesses which
could be used outside of the SPMS.

Website status and performance, software licenses etc.

It has been suggested to publish Accelerator School proceedings and
other Accelerator publications on JACoW. The implications of this are
examined.

The technical and political issues which concern JACoW and IEEE will
be presented. A report on a visit to IEEE will also be given.

Status and collaboration with JACoW

Use of the SPMS requires conferences to accept certain constraints and
to sign an agreement. This agreement will be reviewed and issues
concerning the Email facilities will be discussed. The differences
between use and modifications to the central repository and the
conference databases will be discussed.

A proposal to ban the publication on JACoW for future conferences will
be discussed.

ICALEPCS'05 took place in October and used a system developed at EPFL
to handle the papers. This system, ELISE, will be described and the
way to  incorporate the files into JACoW will be discussed.

The scanning project has completed the PAC series and is currently
working on EPAC. Cyclotrons has started preparations but there have
been some copyright and other constraints. These issues will be discussed.

EPAC has requested the possibility for delegates to download a
personalised schedule for the conference. The possibilities will be
explained.

A critical review of what is currently available from JACoW.

New versions were made avaiable for PAC05 but there are still some
problems with them. This talk will review the situation and suggest
what improvements are needed. The number versions which should be
maintained will also be reviewed.

The installation and resources associated with the mirrir site at KEK
will be reviewed. The possibilities for improvements will be presented.

Acrobat 7 has been in production for some time now. The differences
with respect to earlier versions (in particular those which JACoW
conferences have been using) will be described. Any new features of
interest to the collaboration will be presented.

This talk will be a critical review of the paramters used for
processing JACoW papers.

What is the functionality and what might conferences gain from this.

JACoW has used Acrobat4 (PDF1.3) for many years but the current
product is at PDF1.6. This talk will discuss the issues of moving to a
later version as our base.

Is ISO9660 relevant in today's world for JACoW ?

(purchase of fonts, STIX, OpenType ...)
    - what are STIX fonts and what might they be used for ?
    - why would we want to purchase fonts ?

This talk will examine the difficulties experienced during the
preparation of files for publication on JACoW and CD.

JACoW publishes proceedings data for libraries on the website. This
data is produced as a dump from the database. The process and
difficulties will be described.

Data protection laws, hackers, credit card information etc. The
implications for users of the SPMS will be reviewed.

A round-table discussion on plans for the next release.

This is an open issue from previous Team Meetings. An action plan
should be drawn up.

A brief review of the week and decisions.

According to the decisions taken during the week - a review of who
does what and when.