16 December 200516 December 200516 December 200516 December 2005 PAC’07 LOCPAC’07 LOCPAC’07 LOCPAC’07 LOC

EPAC

EPS-AG JACoW

PAC’07Meeting of Local

Organizing Committee16 December 2005

PAC’07Meeting of Local

Organizing Committee16 December 2005

16 December 200516 December 200516 December 200516 December 2005 PAC’07 LOCPAC’07 LOCPAC’07 LOCPAC’07 LOC

EPAC

EPS-AG JACoW

Report onthe JACoW 2005 Team

Meeting and Setting up the SPMS for

PAC’07

Report onthe JACoW 2005 Team

Meeting and Setting up the SPMS for

PAC’07Christine Petit-Jean-Genaz, CERNPAC’07 Editor with Luce SalasEPAC Conferences Coordinator

JACoW Secretary

Christine Petit-Jean-Genaz, CERNPAC’07 Editor with Luce SalasEPAC Conferences Coordinator

JACoW Secretary

16 December 200516 December 2005 Meeting of PAC’07 LOCMeeting of PAC’07 LOC

EPAC EPS-IGA JACoWWhat is JACoWWhat is JACoW

Joint Accelerator Conferences Website– Set up in 1997 for the publication of PAC and EPAC Proceedings

– Now hosts 11 conference series APAC, EPAC, PAC, CYCLOTRONS, DIPAC, ICAP, IFEL, ICALEPCS, ICFA ABDW, LINAC, RuPAC

– Located at CERN (Geneva) with a mirror site at KEK (Japan)

– 45 sets of proceedings published to date– Around 250,000 paper downloads per year

Joint Accelerator Conferences Website– Set up in 1997 for the publication of PAC and EPAC Proceedings

– Now hosts 11 conference series APAC, EPAC, PAC, CYCLOTRONS, DIPAC, ICAP, IFEL, ICALEPCS, ICFA ABDW, LINAC, RuPAC

– Located at CERN (Geneva) with a mirror site at KEK (Japan)

– 45 sets of proceedings published to date– Around 250,000 paper downloads per year

16 December 200516 December 2005 Meeting of PAC’07 LOCMeeting of PAC’07 LOC

EPAC EPS-IGA JACoW

Also a Collaboration …

Also a Collaboration …

The past, current and future Editors of each series form a Steering Committee, which meets yearly at PAC and EPAC

Provides “Editor” education for new Editors to get hands on experience and learn electronic publication techniques from the “pioneers” during each PAC and EPAC

The Steering Committee reports to the Scientific Program Chairs, past, current and future, in each series

Editors meet annually at Team Meetings to stay abreast of electronic publication techniques…

Provides “Author” education - guidelines for preparation of electronic files using templates, etc.

Has developed the SPMS …

The past, current and future Editors of each series form a Steering Committee, which meets yearly at PAC and EPAC

Provides “Editor” education for new Editors to get hands on experience and learn electronic publication techniques from the “pioneers” during each PAC and EPAC

The Steering Committee reports to the Scientific Program Chairs, past, current and future, in each series

Editors meet annually at Team Meetings to stay abreast of electronic publication techniques…

Provides “Author” education - guidelines for preparation of electronic files using templates, etc.

Has developed the SPMS …

16 December 200516 December 2005 Meeting of PAC’07 LOCMeeting of PAC’07 LOC

EPAC EPS-IGA JACoW

Bumper turnout at 2005 TM in

Rome

Bumper turnout at 2005 TM in

Rome 32 participants representing all series, Editors, Administrators, IT & Database experts

Program prepared on a competing system, InDiCo 58 oral presentations

– Special seminar on the SPMS …– Reports from all conference series– Technical Issues relating to Proceedings Production

– Templates, special characters, etc.– Extending scope of JACoW to include CAS/USPAS Lecture Notes, “extinct” journals (Particle Accelerators), “extinct” conferences (HEACC)

32 participants representing all series, Editors, Administrators, IT & Database experts

Program prepared on a competing system, InDiCo 58 oral presentations

– Special seminar on the SPMS …– Reports from all conference series– Technical Issues relating to Proceedings Production

– Templates, special characters, etc.– Extending scope of JACoW to include CAS/USPAS Lecture Notes, “extinct” journals (Particle Accelerators), “extinct” conferences (HEACC)

16 December 200516 December 2005 Meeting of PAC’07 LOCMeeting of PAC’07 LOC

EPAC EPS-IGA JACoW

The SPMS, What is it?

The SPMS, What is it?

Full Conference Management System developed by JACoW Collaboration– Uses Oracle software

Conference database Two Associated Repositories

– 10,000 profiles/accounts of “individuals” working in the field of accelerator technology

– Over 1500 “selectable’ affiliations of institutes and industry

– All repository data are synchronized from the conference copy back to a Central Repository located at CERN

– Conference data is repatriated to the Central Repository following the conference

– Several conferences may be synchronizing back to the Central Repository simultaneously - thus a “shared” tool …

Full Conference Management System developed by JACoW Collaboration– Uses Oracle software

Conference database Two Associated Repositories

– 10,000 profiles/accounts of “individuals” working in the field of accelerator technology

– Over 1500 “selectable’ affiliations of institutes and industry

– All repository data are synchronized from the conference copy back to a Central Repository located at CERN

– Conference data is repatriated to the Central Repository following the conference

– Several conferences may be synchronizing back to the Central Repository simultaneously - thus a “shared” tool …

16 December 200516 December 2005 Meeting of PAC’07 LOCMeeting of PAC’07 LOC

EPAC EPS-IGA JACoWWhat does it doWhat does it do

– Scientific Programme Management All activities from abstract submission through to publication of proceedings at 2 clicks of a mouse !

Generates reports and statistics Repatriation of meta data to the Central Repository

– To facilitate indexing by libraries– To provide input for future conferences– To provide input to future Program Committees

– Registration of Delegates Management, Reports, Statistics and Accounting

– Industrial Exhibition Registration Idem as above …

– Refereeing module

– Scientific Programme Management All activities from abstract submission through to publication of proceedings at 2 clicks of a mouse !

Generates reports and statistics Repatriation of meta data to the Central Repository

– To facilitate indexing by libraries– To provide input for future conferences– To provide input to future Program Committees

– Registration of Delegates Management, Reports, Statistics and Accounting

– Industrial Exhibition Registration Idem as above …

– Refereeing module

16 December 200516 December 2005 Meeting of PAC’07 LOCMeeting of PAC’07 LOC

EPAC EPS-IGA JACoW

Setting up the SPMS for PAC’07Setting up the SPMS for PAC’07

Now installed at FNAL:– The SPMS Oracle Database and Repositories

Matt Arena (the SPMS Designer) will act as Database Administrator

Luce Salas and Christine Petit-Jean-Genaz will have Conference Administrator privileges (all!) and manage the scientific program

Roberta Lopez will have Registration privileges, etc…

To be installed “locally” early in 2007 for submission of contributions to the proceedings:– A Web Server to interface the FNAL Oracle Database and

– A File Server (for paper submission), could be same machine, but are preferably kept separate

EPAC’06 SPMS

Now installed at FNAL:– The SPMS Oracle Database and Repositories

Matt Arena (the SPMS Designer) will act as Database Administrator

Luce Salas and Christine Petit-Jean-Genaz will have Conference Administrator privileges (all!) and manage the scientific program

Roberta Lopez will have Registration privileges, etc…

To be installed “locally” early in 2007 for submission of contributions to the proceedings:– A Web Server to interface the FNAL Oracle Database and

– A File Server (for paper submission), could be same machine, but are preferably kept separate

EPAC’06 SPMS

16 December 200516 December 2005 Meeting of PAC’07 LOCMeeting of PAC’07 LOC

EPAC EPS-IGA JACoW

Basic Architecture

Basic Architecture

16 December 200516 December 2005 Meeting of PAC’07 LOCMeeting of PAC’07 LOC

EPAC EPS-IGA JACoW

Central Repository System

Central Repository System

User

User interacts throughweb forms

starting from a log-into JACoW

Repository The web form speaks to

oraweb.cern.ch the Oracle web

server

Oracle is installed on the CERN central computers and the repository database is set

up here

DatabaseMachine

Web Server

16 December 200516 December 2005 Meeting of PAC’07 LOCMeeting of PAC’07 LOC

EPAC EPS-IGA JACoW

Conference System

Conference System

User

User interacts through

web forms after log-in

to conference DB

The web form speaks to the Conference Oracle web server

Oracle is installed on the

conference computer and the

conference database is set up

in here

The conference web

server is able to access the file server via cgi scripts

which take care of the file transfers

File Server

Web Server

Database

Machine

Repository

DatabaseMachine

16 December 200516 December 2005 Meeting of PAC’07 LOCMeeting of PAC’07 LOC

EPAC EPS-IGA JACoW

Some 2006 Milestones…Some 2006 Milestones…

Very soon– Configure the SPMS for the Scientific Program

Enter Main and Sub-Classifications Prepare for PC

Mid 2006– Prepare invitations to invited speakers– Configure the Delegate and Industrial Exhibition

Registration Modules - watching closely developments at EPAC’06

Autumn 2006– Call for Papers, SPMS ready to receive Abstracts– SPMS ready for Delegate and Industrial Exhibition

Registration End 2006 (following JACoW TM)

– Finalize requirements for Proceedings Production

Very soon– Configure the SPMS for the Scientific Program

Enter Main and Sub-Classifications Prepare for PC

Mid 2006– Prepare invitations to invited speakers– Configure the Delegate and Industrial Exhibition

Registration Modules - watching closely developments at EPAC’06

Autumn 2006– Call for Papers, SPMS ready to receive Abstracts– SPMS ready for Delegate and Industrial Exhibition

Registration End 2006 (following JACoW TM)

– Finalize requirements for Proceedings Production

16 December 200516 December 2005 Meeting of PAC’07 LOCMeeting of PAC’07 LOC

EPAC EPS-IGA JACoW2007 Milestones2007 Milestones

Early January 2007 (attention APAC’07 end January)– Abstract Submission - Wednesday 10 January 2007?

February 2007– Invite Editors

March/April 2007– Set up and test Server for Paper Submission

April/May 2007– Prepare clone of software for pc configuration (Editors)

May 2007– Server ready to receive contributions to Proceedings– Program to Printer

Wednesday prior to Conference– Database SPMS Meeting– Deadline for submission of contributions to Proceedings

Thursday prior to Conference– Processing begins …

Early January 2007 (attention APAC’07 end January)– Abstract Submission - Wednesday 10 January 2007?

February 2007– Invite Editors

March/April 2007– Set up and test Server for Paper Submission

April/May 2007– Prepare clone of software for pc configuration (Editors)

May 2007– Server ready to receive contributions to Proceedings– Program to Printer

Wednesday prior to Conference– Database SPMS Meeting– Deadline for submission of contributions to Proceedings

Thursday prior to Conference– Processing begins …

16 December 200516 December 2005 Meeting of PAC’07 LOCMeeting of PAC’07 LOC

EPAC EPS-IGA JACoW

Enjoy!Enjoy!