JACoW 2009 Team Meeting

1 Nov 2009, 14:00 → 5 Nov 2009, 18:20 Europe/Zurich

Deutsches Elektronensynchrotron (DESY)

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.

Sunday, 1 November

14:00 → 14:30 Registration

Registration and payment of meeting fees

14:30 → 15:30 Opening Session

slides TM2009.pdf TM2009.ppt

14:30 Introduction from the Chairman

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

Brief report on PAC'09 since a full debrief is scheduled later in the programme

Speaker: Dr Martin Comyn (TRIUMF)

Slides

• Acrobat-PitStop.pdf
• Generic_PostScript_Mac_OS_X.pdf
• Invitation-only.pdf
• LaTeX.pdf
• PAC09.pdf

15:40 ICAP'09

Speaker: Joe Chew (Lawrence Berkeley National Laboratory)

Slides ICAP09.pdf ICAP09.pdf

15:50 HIAT'09

Speaker: Piero Antonio Posocco

Slides HIAT_Posocco.pdf HIAT_Posocco.ppt

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

Speaker: Dr Jan Chrin (Paul Scherrer Institut)

Slides DIPAC09_HH_Nov2009.pdf DIPAC09_HH_Nov2009.pptx

16:40 COOL'09

Speaker: Lijun Mao (IMP-CAS)

Slides COOL-09.pdf

slides COOL-09.ppt

16:50 SRF'09

Speaker: Dr Michael Abo-Bakr (BESSY)

Slides JACoW_TM2009_SRF.pdf JACoW_TM2009_SRF.ppt

17:00 ICALEPCS'09

Speaker: Akihiro Yamashita (SPring-8)

Slides icalepcs09_jacow.pdf icalepcs09_jacow.ppt

17:10 FEL'09

Speaker: Sue Waller (STFC Daresbury Laboratory)

Slides SW_FEL09_JACOW_TM.pdf SW_FEL09_JACOW_TM.pptx

17:20 ICFA Advanced Beam Dynamics Workshop ERL'09

Speakers: Karl Smolenski (Cornell), Karl Smolenski (Cornell University)

Slides

• ERL09_Presentation_Smolenski.pdf
• ERL09_Presentation_Smolenski.ppt
• JACoW_ECloud_2010_Smolenski.pdf
• JACoW_ECloud_2010_Smolenski.ppt

Monday, 2 November

09:00 → 10:30 Reports from SPMS Regional Support Centres and KEK Mirror Site

09:00 SPMS RSC Activities in North America

Speaker: Mr Matt Arena (FNAL)

Slides 01_RSC_Activities.pdf 01_RSC_Activities.pptx

09:20 SPMS RSC Activities in Europe, and Issues relating to Publication on JACoW

Speaker: Ronny Billen (CERN)

Slides

• TM_2009_RSCE.pdf
• TM_2009_RSCE.pptx
• TM_2009_RSCE.pptx

09:40 SPMS RSC Activities in Asia

This presentation will also include experience of setting up the RSC in Asia this year

Speaker: Takashi Kosuge (Unknown)

Slides RSC_Asia.pdf RSC_Asia.ppt

10:00 Report on Activities related to the JACoW Mirror Site at KEK

Speaker: Mr Akihiro Shirakawa (KEK)

Slides mirror-furukawa.pdf mirror-furukawa.ppt

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

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)

Slides 02_Overview_of_SPMS.pdf 02_Overview_of_SPMS.pptx

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

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)

slides 20091102_JaCoW.pdf 20091102_JaCoW.pptx

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

Speaker: Mr Volker RW Schaa (GSI)

slides Font&Encoding.pdf

16:30 Generic PostScript Printer for JACoW

Speaker: Raphael Mueller (GSI)

Slides LINAC08_PS_files.pdf TM_2009_MO_1630_GenericPSPrinterDriver.pdf

16:45 Generic PostScript Printer for MAC OS

Slides Generic_PostScript_Mac_OS_X.pdf

17:00 Compatibility between InDiCo and JPSP

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)

Slides InDiCo-JACoW.pdf InDiCo-JACoW.ppt

17:30 JACoW Repositories and InDiCo

Discussion on the feasibility of using the JACoW Repositories with InDiCo

Speaker: Mr Volker RW Schaa (GSI)

Tuesday, 3 November

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

Speaker: Christine Petit-Jean-Genaz (CERN)

09:05 Setting up an SPMS Conference Instance

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)

Slides TM_2009_SPMS_Setup.pdf TM_2009_SPMS_Setup.pptx

09:25 General Database Administration

This sub-session will include several presentations describing items of general interest

10:30 → 11:00 Coffee Break

11:00 → 12:30 Conference Organization with the SPMS

11:00 Setting up: Useful Hints, Gadgets, Responsibilities

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

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

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

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

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)

slides jtm2009.11-spms2wed.pdf

15:00 Scientific Programme: Preparing for the conference

This session reviews the activities that take place just prior to the conference, in preparation for the event

16:00 → 16:30 Coffee Break

16:30 → 18:00 Conference Organization with the SPMS

16:30 Scientific Programme Activities: During the Conference

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)

17:30 Scientific Programme Activities: Immediately following the Conference

Wednesday, 4 November

09:00 → 10:30 Conference Organization with the SPMS

09:00 Publications

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

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)

Slides

• JACoW_Team_Meeting_2009_Wednesday.pdf
• JACoW_Team_Meeting_2009_Wednesday.pptx
• JACoW_Team_Meeting_2009_Wednesday.pptx

10:30 → 11:00 Coffee Break

11:00 → 12:30 Conference Organization with the SPMS

11:00 Delegate Registration

This presentation will cover setup and maintenance, payments and invoices, registration reports, visa invitation letters

Speaker: Dr Ivan Andrian (Elettra)

live broadcast RegistrationModule.avi

Slides SPMS_Registration.pdf

11:30 Exhibition Booth Rental/Registration

This presentation will cover setup and maintenance, payments and invoices, registration reports

Speaker: Dr Ivan Andrian (Elettra)

Slides JTM08-MDB-IndExhibitors.odp JTM08-MDB-IndExhibitors.pdf

12:00 Accommodation

This presentation will cover the accommodation module.

Speaker: Dr Ivan Andrian (Elettra)

Slides JTM08-MDB-HH.odp JTM08-MDB-HH.pdf

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

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: Jana Thomson (thomson@trmail.triumf.ca), Dr Martin Comyn (TRIUMF)

Slides LINAC08-PAC09.pdf

16:00 → 16:30 Coffee Break

16:30 → 18:00 New SPMS Functionality

16:30 Technical Issues (1)

17:00 Technical Issues (2)

17:20 SPMS Enhancements

This presentation will cover recently implemented enhancements, and plans for new functionality, in particular with input from users

Speaker: Mr Matt Arena (FNAL)

Slides 08_SPMS_Enhancements.pdf 08_SPMS_Enhancements.pptx

17:40 SPMS and Project Management

This presentation will attempt to move further with respect for proposals made at the 2008 TM

Speaker: Dr leandro piazza (INFN-LNS)

Slides 2009_11_04_JACoWTeamMeeting_LP.pdf 2009_11_04_JACoWTeamMeeting_LP.ppt

Thursday, 5 November

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

Speakers: Mr Akihiro Shirakawa (KEK), Christine Petit-Jean-Genaz (CERN)

Slides IPAC10_Report_TM2009.pdf IPAC10_Report_TM2009.ppt

09:10 Linac'12

Speaker: Ms Ilanit Hoffman Moran

Slides Soreq_linac2012_for_JaCow_051109.pdf Soreq_linac2012_for_JaCow_051109.ppt

09:20 FEL'10

Speaker: Leif Liljeby (Stockholm University)

Slides FEL2010.pdf FEL2010.ppt

09:30 Linac'10

Speaker: Hiroyuki Sako (Japan Atomic Research Agency)

Slides Linac2010_for_JACOW_meeting_sako.pdf Linac2010_for_JACOW_meeting_sako.ppt

09:40 BIW'10

Speaker: Joe Chew (Lawrence Berkeley National Laboratory)

Slides SPMSJACoW_Collaboration_BIW10_1.pdf SPMSJACoW_Collaboration_BIW10_1.ppt

09:50 ICFA Advanced Beam Dynamics Workshop HB'10

Speaker: Dr Jan Chrin (Paul Scherrer Institut)

Slides HB2010_HH_Nov2009.pdf HB2010_HH_Nov2009.pptx

10:00 PAC'11

Speaker: Todd Satogata (BNL)

Slides 2009-11-05-JacowTeamMeeting-PAC11.pdf 2009-11-05-JacowTeamMeeting-PAC11.ppt

10:10 IPAC'11

Speaker: Christine Petit-Jean-Genaz (CERN)

Slides IPAC2011.pdf

10:20 DIPAC'11

Speaker: Michaela Marx (DESY)

Slides DIPAC2011_Marx.pdf DIPAC2011_Marx.ppt

10:30 ICALEPCS'11

Speaker: Marie Robichon (ESRF)

Slides ICALEPCS2011.pdf ICALEPCS2011.ppt

10:40 IPAC'12

Speaker: Paul Jines (CAMD)

Slides IPAC_2012_San_Sebastian.pdf IPAC_2012_San_Sebastian.ppt

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

Speaker: Mr Volker RW Schaa (GSI)