2005 JACoW Team Meeting

13 Nov 2005, 18:00 → 18 Nov 2005, 14:45 Europe/Zurich

Aula Direzione (INFN Frascati)

John Poole (CERN)

Sunday 13 November

18:30 → 21:30 Reception

Guided tour and welcome Reception in the "Sala Cariatidi" of the Villa Mondragone on Sunday, 13 November. Bus transport will be provided, leaving from the Frascati Main Square at 18:30. The guided tour will take place from 19:00 to 20:00, and the reception from 20:00 to 21:30;

Monday 14 November

09:00 → 09:30 Registration

Delegates will be asked to register and pay the workshop fees.

09:30 → 13:30 Morning Session of the Seminar on the JACoW Systems for Conference Organisation and Proceedings Production

Morning Session of the Seminar

Guidelines and Notes for Speakers Monday-seminar.pdf

09:30 SPMS Overview

• 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

Speaker: John Poole (CERN)

Slides Introduction to the Seminar

10:00 Repository Structure and Email facility

• 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

Speaker: Matt Arena (FNAL)

Poster    

Slides  

10:15 Setting up a New Conference

• 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 ?

Speaker: Jeff Patton (ORNL)

Slides  Monday 10:15

10:30 Customising through System Parameters

Parameter screens and explanation of the customisation process

Speaker: John Poole (CERN)

Slides slides

10:45 Classifications and Sub-classifications

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

Speaker: Christine Petit-Jean-Genaz (CERN)

Slides Classifications and Sub-classifications

10:55 Coffee

11:15 Presentation Types and Options

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

Speaker: Christine Petit-Jean-Genaz (CERN)

Slides Presentation Types and Options

11:25 Abstracts, their submission and QA

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

Speaker: Charlie Horak (ORNL/SNS)

Slides  

11:40 Building Programme Codes

• 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 …)

Speaker: Charlie Horak (ORNL/SNS)

Slides  

11:55 Invitation Only Conferences

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

Speaker: Michaela Marx (DESY)

Slides slides

12:10 Functionality for the Authors

• 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 ?)

Speaker: Ivan Andrian (ELETTRA)

Slides slides slides

12:25 Data Flows

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

Speaker: Ivan Andrian (ELETTRA)

Slides slides slides

12:40 Registration Module

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

Speaker: Naomi Wyles (CCLRC/DL/ASTeC)

Slides  

13:00 Industrial Exhibition Registration

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

Speaker: Dan Faircloth (RAL)

Slides  

13:10 Paper Submission

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

Speaker: Jan Chrin (PSI)

Slides  

13:30 → 15:00 Lunch

15:00 → 17:45 Afternoon Session of the Seminar on the JACoW Systems for Conference Organisation and Proceedings Production

Continuation from where the morning session left off.

15:00 The Refereeing Module

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

Speaker: Rebecca Reitmeyer (SLAC)

Paper Flow diagrams for Proposed and Actual refereeing process

Slides Presentation slides

15:30 Poster Police

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

Speaker: Christine Petit-Jean-Genaz (CERN)

Slides Poster Session Management

15:38 QA

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

Speaker: Christine Petit-Jean-Genaz (CERN)

Slides Quality Assurance

15:45 Editor's Module

• 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

Speaker: Matt Arena (FNAL)

Slides  

16:15 Coffee

16:45 Pre-press Publication

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

Speaker: Charlie Horak (ORNL/SNS)

Slides  

16:55 Publication scripts

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

Speaker: Jeff Patton (ORNL)

Slides  Monday 16:55

17:25 Publication on the JACoW Server

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

Speaker: John Poole (CERN)

Slides Publication on JACoW Server

17:35 Post Conference Feedback to the Repository

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

Speaker: Christine Petit-Jean-Genaz (CERN)

Slides Post Conference Feedback

Tuesday 15 November

09:00 → 13:30 SPMS Review

This session will review the SPMS package and disuss some of the complexities of its use.

09:00 SPMS Status, Patches and Support Issues

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.

Speaker: Matt Arena (FNAL)

Slides  

10:00 SPMS Documentation

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

Speaker: Christine Petit-Jean-Genaz (CERN)

Slides Documentation

10:30 coffee

11:15 Obsolete functionality in SPMS

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.

Speaker: Matt Arena (FNAL)

Slides  

11:30 Character Problems in the Repository

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

Speaker: John Poole (CERN)

Slides slides

11:45 Clarification of Presentation Types

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

12:15 Poster Numbering and the Village System

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

Speakers: Charlie Horak (ORNL/SNS), Christine Petit-Jean-Genaz (CERN)

Slides Poster Numbering and the Village System

13:30 → 15:00 Lunch

15:00 → 18:00 New SPMS Functionality

This session will be a brainstorming session concerning requests for new functionality in the SPMS. Each request should lead to a functional specification and a data specification.

15:00 Proposals for Invited Papers

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

16:00 Coffee

16:30 Adding a flag to a particular contribution

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

17:00 Production of Customised Mailing Lists

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

Wednesday 16 November

09:00 → 12:00 JACoW Management and Operations

09:00 JACoW Status Report

Website status and performance, software licenses etc.

Speaker: John Poole (CERN)

Slides Chairman's Report on JACoW

09:30 Requests for Membership and Extension of JACoW's Scope

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

Speaker: Christine Petit-Jean-Genaz (CERN)

Slides Membership and Extension of JACoW Scope

09:45 JACoW and IEEE

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

Speaker: John Poole (CERN)

Slides slides

10:05 InDiCo

Status and collaboration with JACoW

Speakers: Mr Jose Benito Gonzalez Lopez (CERN), Mr Thomas Baron (CERN)

Slides  

10:50 Coffee

11:20 JACoW Modus Operandi

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.

Speaker: Christine Petit-Jean-Genaz (CERN)

Slides Modus Operandi

11:50 Publication of Email Addresses

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

Speaker: John Poole (CERN)

Slides slides

12:00 → 17:45 Reports from JACoW Conference Series

Each conference series will present an overview of their series, how they are organised, and describe the particularities of the series (frequency, geographical choices, invitation only, refereeing, etc.). They will say what they need from JACoW (training, expertise, SPMS, software licenses, etc.). They will also say what they can offer to the collaboration (such as hands-on training for new editors, developing new modules for SPMS etc. ).

12:00 Advanced Beam Dynamics Workshop on High Intensity High Brightness Hadron Beams

Speaker: Yong Ho Chin (KEK)

Slides slides

12:10 Advanced Beam Dynamics Workshop on on Future Light Sources

Speaker: Michaela Marx (DESY)

Slides slides

12:20 APAC

Speaker: Anil Rawat (CAT)

Slides  APAC 2007 presentation slides to be used by Anil Rawat

12:40 Cyclotrons

Speaker: Leandro Piazza (INFN - Laboratori Nazionali del Sud)

Slides  cyclotrons 2007 - infn-lns

13:00 DIPAC

Speaker: Volker Schaa (GSI)

Slides Report on DIPAC'05

13:30 Lunch

15:00 EPAC

Speaker: Christine Petit-Jean-Genaz (CERN)

Slides EPAC

15:20 FEL

Speaker: Rebecca Reitmeyer (SLAC)

Slides  

15:40 ICALEPCS

16:00 Coffee

16:25 ICAP

Speaker: Reiner Hasse (GSI)

Slides  preliminary

16:45 LINAC

Speakers: Charlie Horak (ORNL/SNS), Michaela Marx (DESY)

Slides   slides

17:05 PAC

Speakers: Charlie Horak (ORNL/SNS), Luce Salas (LANL), Dr Martin Comyn (TRIUMF)

Slides   PAC07 status update.

17:25 RuPAC

Speaker: Evguenia Shirkova (JINR)

Thursday 17 November

09:00 → 13:30 Technical Issues I

This session will examine a number of technical issues related to Acrobat-related software and JACoW systems.

09:00 ICALEPCS'05

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.

09:30 Scanning Project and Web Server Statistics

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.

Speaker: John Poole (CERN)

Slides Scanning Project and Web Server Statistics

09:50 Schedule Builder

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

Speaker: Hywel Owen (CCLRC/DL/ASTeC)

Slides slides

10:20 Review of JACoW's Help Documentation for Authors

A critical review of what is currently available from JACoW.

Speaker: Cathy Eyberger (ANL)

Slides slides

10:50 Coffee

11:20 JACoW Templates

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.

Speaker: Cathy Eyberger (ANL)

Slides slides

11:50 Mirror Site Maintenance

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

Speaker: Yong Ho Chin (KEK)

Slides slides

12:20 Acrobat 7

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.

Speaker: Martin Comyn (TRIUMF)

Slides Martin Comyn Acrobat 7 PDF

12:40 Acrobat Distiller 7

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

Speaker: Martin Comyn (TRIUMF)

Slides Martin Comyn Acrobat Distiller 7 PDF

13:30 → 15:00 Lunch

15:00 → 17:45 Technical Issues II

15:00 Using PitStop Professional and PitStop Server

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

Speakers: Charlie Horak (ORNL/SNS), John Poole (CERN)

Slides   Using PitStop Server

15:20 Acrobat Version Compatibility Level

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.

Speaker: John Poole (CERN)

Slides slides

15:35 CD Standards

Is ISO9660 relevant in today's world for JACoW ?

Speaker: Volker Schaa (GSI)

Slides Slides on ISO9660

15:50 Coffee

16:20 Fonts and Acrobat

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

Speakers: Cathy Eyberger (ANL), John Poole (CERN)

Slides

• Fonts and Acrobat
• slides
• slides

16:50 Difficulties using scripts

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

Speaker: Jeff Patton (ORNL)

Slides slides

Friday 18 November

09:15 → 10:45 Other Technical Issues

09:15 Publishing Library Data

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.

Speaker: John Poole (CERN)

Slides Open Archive data for libraries

09:45 Security Issues

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

Speaker: Ivan Andrian (Elettra)

Slides slides slides

10:05 Next SPMS Release

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

10:20 GPL Status

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

Speakers: John Poole (CERN), Matt Arena (FNAL)

10:45 → 11:15 Coffee

11:15 → 14:45 Summary and Closing

11:15 Summing Up

A brief review of the week and decisions.

Speakers: Cathy Eyberger (ANL), Dr Hywel Owen (CCLRC/DL/ASTeC)

Group Photo 1 Group Photo 1 Group Photo 2

Slides slides slides

Video Participants Participants_2

12:15 Work Plan for 2006

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

Speaker: John Poole (CERN)

12:35 Closing

Speaker: John Poole (CERN)

12:45 Lunch