19 May 2005 JACoW Steering Committee JACoW Steering Committee 19 May 2005

19 May 200519 May 200519 May 200519 May 2005 JACoW Steering CommitteeJACoW Steering CommitteeJACoW Steering CommitteeJACoW Steering Committee

EPAC

EPS-AG JACoW

JACoW Steering Committee19 May 2005

JACoW Steering Committee19 May 2005

19 May 200519 May 2005 JACoW Steering CommitteeJACoW Steering Committee

EPAC EPS-IGA JACoWAgendaAgenda

Introduction Brief Report on Activities since SC in Lucerne

– JACoW Team Meeting, 7-9 November 2004 at SNS– JACoW SPMS Database Meeting (Registration), February 2005– JACoW SPMS Database Meeting, 11 May 2005– a Proposal to modify JACoW Boundary Conditions

Brief Reports from Conferences Election of SC Chairman Date and Place of Next Team Meeting AOB

Introduction Brief Report on Activities since SC in Lucerne

– JACoW Team Meeting, 7-9 November 2004 at SNS– JACoW SPMS Database Meeting (Registration), February 2005– JACoW SPMS Database Meeting, 11 May 2005– a Proposal to modify JACoW Boundary Conditions

Brief Reports from Conferences Election of SC Chairman Date and Place of Next Team Meeting AOB


EPAC EPS-IGA JACoWJACoW CitationJACoW Citation

From tiny acorns mighty oak trees grow. An idea from Ilan Ben-Zvi in 1996, nurtured by others, has finally spread its branches as the JACoW collaboration reaches maturity in 2004.

The vision of a Joint Accelerator Conferences Website, maintaining a central database of information of all main participants in the accelerator community and holding electronic copies of all the papers published at the conferences under its umbrella, has taken eight years to reach fruition.

From tiny acorns mighty oak trees grow. An idea from Ilan Ben-Zvi in 1996, nurtured by others, has finally spread its branches as the JACoW collaboration reaches maturity in 2004.

The vision of a Joint Accelerator Conferences Website, maintaining a central database of information of all main participants in the accelerator community and holding electronic copies of all the papers published at the conferences under its umbrella, has taken eight years to reach fruition.


EPAC EPS-IGA JACoW

Seven conference series are now involved (PAC, EPAC, APAC, CYCLOTRONS, DIPAC, ICALEPCS, LINAC). The Russian PAC, RUPAC, is about to join, as are several other conference series. A recent decision has confirmed funding to complete the electronic scanning of all PAC and EPAC proceedings back to 1967 and 1988 respectively. The papers will be available to all on the central JACoW site (http://www.jacow.org).

Seven conference series are now involved (PAC, EPAC, APAC, CYCLOTRONS, DIPAC, ICALEPCS, LINAC). The Russian PAC, RUPAC, is about to join, as are several other conference series. A recent decision has confirmed funding to complete the electronic scanning of all PAC and EPAC proceedings back to 1967 and 1988 respectively. The papers will be available to all on the central JACoW site (http://www.jacow.org).

http://www.jacow.org/







EPAC EPS-IGA JACoW

At this conference, EPAC’04, the Scientific Programme Management System (SPMS) is being used for the first time. The central database will allow standardised procedures for submission and publication of papers, and will be of immeasurable benefit to those who work so hard behind the scenes to ensure every conference is a success. Delegates will also see improvements, with developments such as the inclusion of facilities for registration, expected to follow.

At this conference, EPAC’04, the Scientific Programme Management System (SPMS) is being used for the first time. The central database will allow standardised procedures for submission and publication of papers, and will be of immeasurable benefit to those who work so hard behind the scenes to ensure every conference is a success. Delegates will also see improvements, with developments such as the inclusion of facilities for registration, expected to follow.


EPAC EPS-IGA JACoW

While many individuals have played a part, none would begrudge recognition to the two people whose foresight and enthusiasm have served to blend so many varied ideas together: John Poole, the Chairman of JACoW, and Christine Petit-Jean-Genaz, the EPAC Conferences Coordinator.

The Organising Committees of the EPAC and PAC conference series would like to acknowledge their achievement and thank them, and all those involved in JACoW, for their efforts to further the dissemination of scientific knowledge throughout the accelerator community.

While many individuals have played a part, none would begrudge recognition to the two people whose foresight and enthusiasm have served to blend so many varied ideas together: John Poole, the Chairman of JACoW, and Christine Petit-Jean-Genaz, the EPAC Conferences Coordinator.

The Organising Committees of the EPAC and PAC conference series would like to acknowledge their achievement and thank them, and all those involved in JACoW, for their efforts to further the dissemination of scientific knowledge throughout the accelerator community.


EPAC EPS-IGA JACoWSince TM’04Since TM’04

Numerous enhancements to SPMS– Development of Registration Module

In production for PAC’05 Enhancements discussed last week …

– Enhancements Re-classification of abstracts Selection of contributed oral presentations Refereeing Customized Scheduler Scripts to pull proceedings together More enhancements discussed last week …

Numerous enhancements to SPMS– Development of Registration Module

In production for PAC’05 Enhancements discussed last week …

– Enhancements Re-classification of abstracts Selection of contributed oral presentations Refereeing Customized Scheduler Scripts to pull proceedings together More enhancements discussed last week …


EPAC EPS-IGA JACoWOverviewOverview

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 5500 to 7500 and >3000 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 5500 to 7500 and >3000 accounts Pitstop software purchased by EPAC Acrobat software to be purchased by PAC


EPAC EPS-IGA JACoW


EPAC EPS-IGA JACoW


EPAC EPS-IGA JACoW

JACoW Collaboration: Modus Operandi

JACoW Collaboration: Modus Operandi

JACoW Collaboration is based on good will …

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 (Editors) to

- Steering Committee Meetings, and to- Team Meetings.

JACoW Collaboration is based on good will …

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 (Editors) to

- Steering Committee Meetings, and to- Team Meetings.


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

- To promote the education of editors in electronic publication techniques

- through hands-on experience in the PAC and EPAC Editorial Offices

- 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 the benefit of whole collaboration

- To share the overall burden among the whole Collaboration

- To promote the education of editors in electronic publication techniques

- through hands-on experience in the PAC and EPAC Editorial Offices

- 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 the benefit of whole collaboration

- To share the overall burden among the whole Collaboration


EPAC EPS-IGA JACoWWhat’s involved: SCsWhat’s involved: SCs

Steering Committee Meetings: Lunchtime meetings scheduled during PAC & EPAC

Attendance in theory: – all Steering Committee members, SPC Chairs are also

invited Attendance in practice:

– editors working at PAC/EPAC, generally paid on the PAC/EPAC conference budgets EPAC’04 funded >100 man-days of per diem for Editors…

(conference series supported: PAC, ICALEPCS, LINAC, CYCLOTRONS, DIPAC, RUPAC)

PAC’05 funding >100 man-days of per diem for Editors…

Steering Committee Meetings: Lunchtime meetings scheduled during PAC & EPAC

Attendance in theory: – all Steering Committee members, SPC Chairs are also

invited Attendance in practice:

– editors working at PAC/EPAC, generally paid on the PAC/EPAC conference budgets EPAC’04 funded >100 man-days of per diem for Editors…

(conference series supported: PAC, ICALEPCS, LINAC, CYCLOTRONS, DIPAC, RUPAC)

PAC’05 funding >100 man-days of per diem for Editors…


EPAC EPS-IGA JACoWWhat’s involved: TMsWhat’s involved: TMs

Team Meetings: Once per year, end of year, alternating between Europe and the US, entirely at cost of individual, i.e. laboratory where the Editor is working - as opposed to the Conference Budget of PAC or EPAC in the case of the Steering Committee meetings ….

Attendance in theory: – all Steering Committee members, co-opted members and

experts, SPC Chairs may also attend

Attendance in practice:– Not all conferences or even conference series are

represented since the cost is borne by the individuals, i.e. their institutes or laboratories …. 14 participants at last TM …

Team Meetings: Once per year, end of year, alternating between Europe and the US, entirely at cost of individual, i.e. laboratory where the Editor is working - as opposed to the Conference Budget of PAC or EPAC in the case of the Steering Committee meetings ….

Attendance in theory: – all Steering Committee members, co-opted members and

experts, SPC Chairs may also attend

Attendance in practice:– Not all conferences or even conference series are

represented since the cost is borne by the individuals, i.e. their institutes or laboratories …. 14 participants at last TM …


EPAC EPS-IGA JACoW

Why is attendance poor?

How does one improve, facilitate, motivate attendance of Editors

at SC and TM meetings?

Why is attendance poor?

How does one improve, facilitate, motivate attendance of Editors

at SC and TM meetings?


EPAC EPS-IGA JACoW

Why the poor attendance?Why the poor attendance?

In both cases:– lack of continuity in most conference series, leading to a

lack of “sense of responsibility”, and consequently a possible lack of “team spirit” or “collaboration spirit”

– 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, SNS …)

In both cases:– lack of continuity in most conference series, leading to a

lack of “sense of responsibility”, and consequently a possible lack of “team spirit” or “collaboration spirit”

– 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, SNS …)


EPAC EPS-IGA JACoWProposalsProposals

Increase awareness by Collaborating Series– Demonstrate the advantages– Evaluate the cost– Include a JACoW Activities line in conference

budgets– Extend sharing of burden of Editor education to

other conference series (Linac, ICALEPCS, etc.)

– Modify Boundary conditions to take this into consideration

Increase awareness by Collaborating Series– Demonstrate the advantages– Evaluate the cost– Include a JACoW Activities line in conference

budgets– Extend sharing of burden of Editor education to

other conference series (Linac, ICALEPCS, etc.)

– Modify Boundary conditions to take this into consideration


EPAC EPS-IGA JACoW

JACoW CollaborationAdvantages

JACoW CollaborationAdvantages

– Publication on JACoW site– Editors get hands-on training and support (PAC, EPAC)– Preparation, Maintenance of Templates– Guidelines for Preparation of Papers– Guidelines for Publication – Access to SPMS and Repository Data (mailing lists,

e-mail, etc.)– Maintenance of Repository Data– Scripts for production of Proceedings using SPMS,

publication on JACoW and production of CD-ROM– Use of software, Pitstop, Acrobat

– Publication on JACoW site– Editors get hands-on training and support (PAC, EPAC)– Preparation, Maintenance of Templates– Guidelines for Preparation of Papers– Guidelines for Publication – Access to SPMS and Repository Data (mailing lists,

e-mail, etc.)– Maintenance of Repository Data– Scripts for production of Proceedings using SPMS,

publication on JACoW and production of CD-ROM– Use of software, Pitstop, Acrobat


EPAC EPS-IGA JACoWCompare costsCompare costs

Compare the cost of publication on JACoW with cost of publication elsewhere, NIM, Elsevier, etc.

Compare the cost of purchasing software, Pitstop, Acrobat (~ 2500 Euros each)

Compare the cost of handing over publication to an external company

Compare the effort of developing an equivalent SPMS

Compare the effort of producing and maintaining mailing lists, etc.

Compare the cost of publication on JACoW with cost of publication elsewhere, NIM, Elsevier, etc.

Compare the cost of purchasing software, Pitstop, Acrobat (~ 2500 Euros each)

Compare the cost of handing over publication to an external company

Compare the effort of developing an equivalent SPMS

Compare the effort of producing and maintaining mailing lists, etc.


EPAC EPS-IGA JACoWCosts for EditorsCosts for Editors

Attendance of Conference Editors at Steering Committee and Team Meetings

For each Editor– Maximum 3 Steering Committees - can be airfare only if

working in Proceedings Office– 3 Team Meetings, airfare + ~ 4 days per diem

Conferences inviting “trainee” and/or experienced editors to participate in editorial activities

Per diem for Editors duration of conference

Attendance of Conference Editors at Steering Committee and Team Meetings

For each Editor– Maximum 3 Steering Committees - can be airfare only if

working in Proceedings Office– 3 Team Meetings, airfare + ~ 4 days per diem

Conferences inviting “trainee” and/or experienced editors to participate in editorial activities

Per diem for Editors duration of conference


EPAC EPS-IGA JACoW

Proposal to Modify JACoW Boundary

Conditions

Proposal to Modify JACoW Boundary

Conditions To promote continuity, to share

responsibility and workload, to achieve the common goals within the Collaboration, each Collaborating Conference Series undertakes to publish on JACoW for at least three conferences, and in particular, to participate fully in JACoW activities:

To promote continuity, to share responsibility and workload, to achieve the common goals within the Collaboration, each Collaborating Conference Series undertakes to publish on JACoW for at least three conferences, and in particular, to participate fully in JACoW activities:


EPAC EPS-IGA JACoW

– to send Editors, past current and future for each Conference, to JACoW Steering Committees and Team Meetings

– to enter the cost of collaboration in JACoW activities in conference budgets

– to accept a measure of standardization (for example adherence to the basic requirements for publication on JACoW);

– a collaborative approach to template preparation and software to be supported;

– to send Editors, past current and future for each Conference, to JACoW Steering Committees and Team Meetings

– to enter the cost of collaboration in JACoW activities in conference budgets

– to accept a measure of standardization (for example adherence to the basic requirements for publication on JACoW);

– a collaborative approach to template preparation and software to be supported;

http://accelconf.web.cern.ch/AccelConf/jacow/specs/file_specs.htm

http://accelconf.web.cern.ch/AccelConf/jacow/specs/file_specs.htm


EPAC EPS-IGA JACoW

– a collaborative approach to the selection of Acrobat software for the CD-ROM to ensure backward compatibility;

– to continue and possibly expand the international collaboration in electronic publication

– to encourage publication of post mortems.

SPC Chairmen will be invited to approve these modifications

– a collaborative approach to the selection of Acrobat software for the CD-ROM to ensure backward compatibility;

– to continue and possibly expand the international collaboration in electronic publication

– to encourage publication of post mortems.

SPC Chairmen will be invited to approve these modifications


EPAC EPS-IGA JACoW

SPMS: Protecting Repository Data

SPMS: Protecting Repository Data

Scientific Programme Management System: - A system based on Oracle and a number of software

packages to manage all contributions to a conference programme from abstract submission through to the production of proceedings, plus two associated modules- Affiliations Module, a database containing the addresses of

laboratories, universities, etc., carrying out activities in the field of accelerator technology

- Profiles Module, a database containing profiles of individuals active in the accelerator community

Scientific Programme Management System: - A system based on Oracle and a number of software

packages to manage all contributions to a conference programme from abstract submission through to the production of proceedings, plus two associated modules- Affiliations Module, a database containing the addresses of

laboratories, universities, etc., carrying out activities in the field of accelerator technology

- Profiles Module, a database containing profiles of individuals active in the accelerator community


EPAC EPS-IGA JACoWSPMS Repository DataSPMS Repository Data

The Repositories: Individual Profiles and Affiliations Compiled from PAC & EPAC previous conferences – EPAC’04 running in:

3500 profiles (no accounts) increased to 5500 profiles (1500 accounts)

600 affiliations increased to 800– PAC’05:

Increased to 7500 profiles (3500 accounts) 1500 Affiliations

The Repositories: Individual Profiles and Affiliations Compiled from PAC & EPAC previous conferences – EPAC’04 running in:

3500 profiles (no accounts) increased to 5500 profiles (1500 accounts)

600 affiliations increased to 800– PAC’05:

Increased to 7500 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 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 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

Protection of Repository Data

Protection of Repository Data

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 non-conference announcements to the whole repository);

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 non-conference announcements to the whole repository);

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

Documents

19 May 2005 JACoW Steering Committee JACoW Steering Committee 19 May 2005