11 may 2005 jacow database meeting spms database meeting 11 may 2005

11 May 200511 May 200511 May 200511 May 2005 JACoW Database MeetingJACoW Database MeetingJACoW Database MeetingJACoW Database Meeting

EPAC

EPS-AG JACoW

SPMS Database Meeting 11 May 2005

SPMS Database Meeting 11 May 2005

11 May 200511 May 2005 JACoW Database MeetingJACoW Database Meeting

EPAC EPS-IGA JACoWAgendaAgenda

Introduction - Since TM’04 JACoW and SPMS: Modus Operandi (Christine Petit-Jean-

Genaz What’s New in the SPMS: Scientific Programme Module

(Matt Arena) SPMS Development: Registration Module (Matt Arena,

Charlie Horak, Christine Petit-Jean-Genaz) SPMS Experience at PAC’05 (Charlie Horak) SPMS Users Manual (Christine Petit-Jean-Genaz) Issues (Round Table) Requests for Enhancements Summing up, Decisions and Actions

Introduction - Since TM’04 JACoW and SPMS: Modus Operandi (Christine Petit-Jean-

Genaz What’s New in the SPMS: Scientific Programme Module

(Matt Arena) SPMS Development: Registration Module (Matt Arena,

Charlie Horak, Christine Petit-Jean-Genaz) SPMS Experience at PAC’05 (Charlie Horak) SPMS Users Manual (Christine Petit-Jean-Genaz) Issues (Round Table) Requests for Enhancements Summing up, Decisions and Actions


EPAC EPS-IGA JACoWJACoW MeetingsJACoW Meetings

– JACoW Team Meeting, 7-9 November 2004 at SNS– JACoW SPMS Database Meeting (Registration

Module), February 2005 at SNS– JACoW SPMS Database Meeting, 11 May 2005

Coming– Steering Committee, 19 May 2005– Registration Development for EPAC’06 (September

2005)– Team Meeting, Europe (?) November 2005

– JACoW Team Meeting, 7-9 November 2004 at SNS– JACoW SPMS Database Meeting (Registration

Module), February 2005 at SNS– JACoW SPMS Database Meeting, 11 May 2005

Coming– Steering Committee, 19 May 2005– Registration Development for EPAC’06 (September

2005)– Team Meeting, Europe (?) November 2005


EPAC EPS-IGA JACoW

JACoW Collaboration increased from 7 to 10 conference series: APAC, CYCLOTRONS, DIPAC, EPAC, FEL, ICALEPCS, ICAP, LINAC, PAC, RuPAC

Sets of Proceedings published on JACoW increased from 30 to 38, for 8 conference series

10,000 hits per year on JACoW Home page 15,000 papers per month (200,000 papers per year) PAC Scanning Project completed EPAC Scanning Project initiated CYCLOTRONS & LINAC Scanning under discussion… SPMS used by EPAC’04 and PAC’05 (in full synchronization mode),

LINAC, CYCLOTRONS, FEL, BIW, DIPAC… Repository Profiles increased from 3500 to 7700 and >3500 accounts Pitstop software purchased by EPAC Acrobat software to be purchased by PAC ….

JACoW Collaboration increased from 7 to 10 conference series: APAC, CYCLOTRONS, DIPAC, EPAC, FEL, ICALEPCS, ICAP, LINAC, PAC, RuPAC

Sets of Proceedings published on JACoW increased from 30 to 38, for 8 conference series

10,000 hits per year on JACoW Home page 15,000 papers per month (200,000 papers per year) PAC Scanning Project completed EPAC Scanning Project initiated CYCLOTRONS & LINAC Scanning under discussion… SPMS used by EPAC’04 and PAC’05 (in full synchronization mode),

LINAC, CYCLOTRONS, FEL, BIW, DIPAC… Repository Profiles increased from 3500 to 7700 and >3500 accounts Pitstop software purchased by EPAC Acrobat software to be purchased by PAC ….

11 May 200511 May 200511 May 200511 May 2005 JACoW Database MeetingJACoW Database MeetingJACoW Database MeetingJACoW Database Meeting

EPAC

EPS-AG JACoW

Since Team MeetingSince Team Meeting

Numerous enhancements to SPMS–Development of Registration Module

In production for PAC’05

–Re-classification of abstracts–Selection of contributed oral presentations–Refereeing–Customized Scheduler (bravo!)–Scripts to pull proceedings together (another bravo!)

Numerous enhancements to SPMS–Development of Registration Module

In production for PAC’05

–Re-classification of abstracts–Selection of contributed oral presentations–Refereeing–Customized Scheduler (bravo!)–Scripts to pull proceedings together (another bravo!)


EPAC EPS-IGA JACoW


EPAC EPS-IGA JACoW

JACoW Collaboration, SPMS & Repository:

Modus Operandi

JACoW Collaboration, SPMS & Repository:

Modus Operandi

JACoW Collaboration, its aims, and whether they are being met

SPMS Database Development

SPMS Repository Data, what it is, and how to protect it

JACoW Collaboration, its aims, and whether they are being met

SPMS Database Development

SPMS Repository Data, what it is, and how to protect it


EPAC EPS-IGA JACoW

1. JACoW Collaboration

1. JACoW Collaboration

The Knoxville 2004 Team Meeting concluded:- Essentially, the Terms of Reference and Boundary

Conditions are met by the members of the Collaboration, however with difficulty concerning the requirement to send at least the technical people to

- Steering Committee Meetings, and to- Team Meetings.

The Knoxville 2004 Team Meeting concluded:- Essentially, the Terms of Reference and Boundary

Conditions are met by the members of the Collaboration, however with difficulty concerning the requirement to send at least the technical people to

- Steering Committee Meetings, and to- Team Meetings.


EPAC EPS-IGA JACoWWhy is it important?Why is it important?

The reasons for these requirements are:- to promote the education of editors

- in electronic publication techniques (through hands-on experience in the PAC and EPAC Editorial Offices and at the technical Team Meetings)

- in JACoW publication requirements to ensure smooth and efficient publication on the JACoW site

- to ensure continuity of knowledge and experience- to share the overall burden among the whole

Collaboration- SPMS Database Development ….

The reasons for these requirements are:- to promote the education of editors

- in electronic publication techniques (through hands-on experience in the PAC and EPAC Editorial Offices and at the technical Team Meetings)

- in JACoW publication requirements to ensure smooth and efficient publication on the JACoW site

- to ensure continuity of knowledge and experience- to share the overall burden among the whole

Collaboration- SPMS Database Development ….


EPAC EPS-IGA JACoW

Why the poor attendance?Why the poor attendance?

In both cases:– lack of “team spirit”– lack of continuity, and hence sense of responsibility, in

most conference series’– reluctance to continue supporting an Editor once a

conference is over– financial

depends on the capacity of PAC and EPAC to support editors through conference budgets for Steering Committee meetings, and

individual laboratories in the case of Team Meetings exceptions: CERN, DESY, INFN-LNF, KEK …)

In both cases:– lack of “team spirit”– lack of continuity, and hence sense of responsibility, in

most conference series’– reluctance to continue supporting an Editor once a

conference is over– financial

depends on the capacity of PAC and EPAC to support editors through conference budgets for Steering Committee meetings, and

individual laboratories in the case of Team Meetings exceptions: CERN, DESY, INFN-LNF, KEK …)


EPAC EPS-IGA JACoWRemedial ActionRemedial Action

Increase awareness by Collaborating Series’– Demonstrate the advantages– Evaluate the cost and “value for money”– Include a JACoW Activities line in conference budgets– Extend sharing of burden of Editor education to other

conference series (Linac, Cyclotrons, ICALEPCS, etc.)– Modify Boundary conditions to take this into

consideration

Increase awareness by Collaborating Series’– Demonstrate the advantages– Evaluate the cost and “value for money”– Include a JACoW Activities line in conference budgets– Extend sharing of burden of Editor education to other

conference series (Linac, Cyclotrons, ICALEPCS, etc.)– Modify Boundary conditions to take this into

consideration


EPAC EPS-IGA JACoW

2. SPMS Database Development

2. SPMS Database Development

JACoW “official” Version of SPMS (code at CERN)– Decisions on what is included in “official” version, taking

into account the interest of the JACoW Collaboration, to be taken at JACoW TMs (or by Chairman), implemented by Matt (patches, etc.)

– Matt to liaise with JACoW Chairman regarding new requests for enhancements

– System to announce/describe “patches” etc. required, in particular with respect to production/maintenance of Users Manual

Individual Conferences (code at conference site)… – Individual conferences can develop as they please …

JACoW “official” Version of SPMS (code at CERN)– Decisions on what is included in “official” version, taking

into account the interest of the JACoW Collaboration, to be taken at JACoW TMs (or by Chairman), implemented by Matt (patches, etc.)

– Matt to liaise with JACoW Chairman regarding new requests for enhancements

– System to announce/describe “patches” etc. required, in particular with respect to production/maintenance of Users Manual

Individual Conferences (code at conference site)… – Individual conferences can develop as they please …


EPAC EPS-IGA JACoW

3. SPMS Repository Data 3. SPMS Repository Data

The Repositories are delivered with the SPMS to JACoW Collaboration conferences

Compiled initially by ECC from PAC & EPAC previous conferences

Individual Profiles: name, membership of EPS, APS, IEEE, National Physical Society, Preference for Mailing Lists, Citizenship Information, plus a link to:

Affiliations: laboratories, universities, research centres, etc.

The Repositories are delivered with the SPMS to JACoW Collaboration conferences

Compiled initially by ECC from PAC & EPAC previous conferences

Individual Profiles: name, membership of EPS, APS, IEEE, National Physical Society, Preference for Mailing Lists, Citizenship Information, plus a link to:

Affiliations: laboratories, universities, research centres, etc.


EPAC EPS-IGA JACoW

– EPAC’04 running in: 3500 profiles (no accounts) increased to

5500 profiles (1500 accounts) 600 affiliations increased to 800

– PAC’05: Increased to 7700 profiles (3500 accounts) 1500 Affiliations

– EPAC’04 running in: 3500 profiles (no accounts) increased to

5500 profiles (1500 accounts) 600 affiliations increased to 800

– PAC’05: Increased to 7700 profiles (3500 accounts) 1500 Affiliations


EPAC EPS-IGA JACoW

The Repositories are provided with the SPMS to conferences, members of the JACoW Collaboration

A privacy statement at the JACoW site (not only legal aspects but also to protect individuals) mentions that:

This data will, under no circumstances,– Be used for any other purpose than in

relation to the organization of a conference participating in the JACoW Collaboration

– Be provided to any external body for any commercial purposes whatsoever.

The Repositories are provided with the SPMS to conferences, members of the JACoW Collaboration

A privacy statement at the JACoW site (not only legal aspects but also to protect individuals) mentions that:

This data will, under no circumstances,– Be used for any other purpose than in

relation to the organization of a conference participating in the JACoW Collaboration

– Be provided to any external body for any commercial purposes whatsoever.


EPAC EPS-IGA JACoW

Following the 2004 TM discussion a written guarantee is now required of all Programme Chairmen of JACoW Collaboration Conferences who undertake that:

the data will under no circumstances be used for any other purpose than in connection with the organization of the conference in question (i.e. no auxiliary announcements to the whole repository or non-contributing individuals);

it will be destroyed following the publication of the conference proceedings.

Following the 2004 TM discussion a written guarantee is now required of all Programme Chairmen of JACoW Collaboration Conferences who undertake that:

the data will under no circumstances be used for any other purpose than in connection with the organization of the conference in question (i.e. no auxiliary announcements to the whole repository or non-contributing individuals);

it will be destroyed following the publication of the conference proceedings.


EPAC EPS-IGA JACoWSecuritySecurity

Confidentiality/Security– Accounts/passwords protect access to

individual profiles– Conference Administrators have access to all

Accounts (?) - including those of the JACoW Administrators …

– New level of security required …

Confidentiality/Security– Accounts/passwords protect access to

individual profiles– Conference Administrators have access to all

Accounts (?) - including those of the JACoW Administrators …

– New level of security required …


EPAC EPS-IGA JACoW

News from EPAC’s SPC

News from EPAC’s SPC

Agrees to proposals pertaining to the Protection of the SPMS Repository Data

Sympathetic to JACoW’s lack of “legal” existence and hence “income”, for example to purchase the JACoW domain name …

Will purchase Pitstop for the use of JACoW Collaboration conferences

Proposes that PAC purchase Acrobat (requested) Software may possibly be “rented” to other conferences to

demonstrate that there is a cost … and to finance the JACoW domain name, and upgrades ..

Agrees to proposals pertaining to the Protection of the SPMS Repository Data

Sympathetic to JACoW’s lack of “legal” existence and hence “income”, for example to purchase the JACoW domain name …

Will purchase Pitstop for the use of JACoW Collaboration conferences

Proposes that PAC purchase Acrobat (requested) Software may possibly be “rented” to other conferences to

demonstrate that there is a cost … and to finance the JACoW domain name, and upgrades ..


EPAC EPS-IGA JACoW

EPAC SPC – supports JACoW initiative to improve Editorial representation at SCs and TMs and

proposal to enter a JACoW Budget Line in Conference budgets and advises JACoW SC to:

Demonstrate tangible advantages – publication on JACoW– templates, guidelines for authors– hands-on editor education and support– SPMS and repository data– mailing lists, e-mail utility– provision of software

Quantify the cost– attendance of editors at JACoW SC and TMs– share editor education responsibility– compare cost with publication in other Journals …

EPAC SPC – supports JACoW initiative to improve Editorial representation at SCs and TMs and

proposal to enter a JACoW Budget Line in Conference budgets and advises JACoW SC to:

Demonstrate tangible advantages – publication on JACoW– templates, guidelines for authors– hands-on editor education and support– SPMS and repository data– mailing lists, e-mail utility– provision of software

Quantify the cost– attendance of editors at JACoW SC and TMs– share editor education responsibility– compare cost with publication in other Journals …


EPAC EPS-IGA JACoWConclusionConclusion

Presentation to Steering Committee on

19 May followed by

Proposal to Programme Chairs of all conferences

Presentation to Steering Committee on

19 May followed by

Proposal to Programme Chairs of all conferences

11 may 2005 jacow database meeting spms database meeting 11 may 2005

Documents

tm04 jacow

discussion spms

genaz spms experience

jacow home page

registration development

cyclotrons linac scanning

registration module

epac scanning project