9-11 October 2007 JACoW 2007 Knoxville Team Meeting JACoW 2007 Team meeting Knoxville, Tennessee 9-11 October 2007

9-11 October 20079-11 October 20079-11 October 20079-11 October 2007 JACoW 2007 Knoxville Team MeetingJACoW 2007 Knoxville Team MeetingJACoW 2007 Knoxville Team MeetingJACoW 2007 Knoxville Team Meeting

EPAC

EPS-AG JACoW

JACoW2007 Team meeting Knoxville, Tennessee

9-11 October 2007

JACoW2007 Team meeting Knoxville, Tennessee

9-11 October 2007

9-11 October 20079-11 October 20079-11 October 20079-11 October 2007 JACoW 2007 Knoxville Team MeetingJACoW 2007 Knoxville Team MeetingJACoW 2007 Knoxville Team MeetingJACoW 2007 Knoxville Team Meeting

EPAC

EPS-AG JACoW

PAC - EPACApproaches to Editorial Tasks

PAC - EPACApproaches to Editorial Tasks

Christine Petit-Jean-Genaz

EPAC Conferences Coordinator

EPAC Editor / PAC’07 Editor

SPMS Administrator

JACoW Secretary

Christine Petit-Jean-Genaz

EPAC Conferences Coordinator

EPAC Editor / PAC’07 Editor

SPMS Administrator

JACoW Secretary

9-11 October 20079-11 October 2007 JACoW 2007 Knoxville Team MeetingJACoW 2007 Knoxville Team Meeting

EPAC EPS-IGA JACoWOverviewOverview

What are the tasks (excluding Delegate/Exhibition Registration) to accomplish within the SPMS from setting up of the SPMS through to production of proceedings?

Who does what Roles and Responsibilities

What are the tasks (excluding Delegate/Exhibition Registration) to accomplish within the SPMS from setting up of the SPMS through to production of proceedings?

Who does what Roles and Responsibilities


EPAC EPS-IGA JACoWIn the beginningIn the beginning

Prior to the era of electronic publication, an Editor, was a person who collected mountains of outsize sheets of paper, ensured they were all formatted correctly, typed up a table of contents and author index, and delivered a hundredweight of camera-ready paper to a publisher…

The cost of printing thousands of volumes of paper was enormous…..

Prior to the era of electronic publication, an Editor, was a person who collected mountains of outsize sheets of paper, ensured they were all formatted correctly, typed up a table of contents and author index, and delivered a hundredweight of camera-ready paper to a publisher…

The cost of printing thousands of volumes of paper was enormous…..


EPAC EPS-IGA JACoW

The era of electronic publication within has seen the emergence of JACoW team competence in the field of electronic publication, and with the introduction of the SPMS and gradually– introduction of scripts to upload/download files

– processing status available on-line

– introduction of scripts to pull all of the different electronic files together to produce the final version of the proceedings

The era of electronic publication within has seen the emergence of JACoW team competence in the field of electronic publication, and with the introduction of the SPMS and gradually– introduction of scripts to upload/download files

– processing status available on-line

– introduction of scripts to pull all of the different electronic files together to produce the final version of the proceedings


EPAC EPS-IGA JACoW

Many different skills are required today. They could be carried out by one person, but in practice it is a team effort

Useful to look at the functions/tasks as set up in the SPMS to– improve functionality around authorized users and

roles in the SPMS– better recognize the tasks to facilitate continuity and

exchange between conferences

Many different skills are required today. They could be carried out by one person, but in practice it is a team effort

Useful to look at the functions/tasks as set up in the SPMS to– improve functionality around authorized users and

roles in the SPMS– better recognize the tasks to facilitate continuity and

exchange between conferences


EPAC EPS-IGA JACoW

Set up the conference instance of the SPMS

IT or Regional Support Centre IT or Regional Support Centre

Set the Parameters SPMS Administrator/Editor SPMS Administrator/Scientific Secretariat

Propose Invited Orals (creation of entries in SPMS)

SPC Chair SAB/OC

Approve/Reject Proposals SPC Chair/Working Group Chairs

Session Coordinators

Scientific Secretariat

Prepare Invitations to Speakers SPC Chair Scientific Secretariat (excel dump and mail merge)

Follow status of invited orals SPC Chair Scientific Secretariat

Abstract Submission Editor Scientific Secretariat

Preparation of publications (programme, author index)

Editor Scientific Secretariat

Invitations to Editorial Team Editor Scientific Secretariat

Task PAC EPAC


EPAC EPS-IGA JACoW

Arrangements for Editorial Team (accommodation, meals)

Editor Local Editor

Preparation of hard- and software for on-line processing during conference

IT Local Editor/IT

On-line processing Editorial Team Editorial Team

Integrity of data for proceedings (titles, authors)


Checking that all papers were presented


Production of “wrappers”: photos, banner, copyright forms, organization, industrial exhibitors, list of participants, etc.


Scripting IT Editor-in-Chief


EPAC EPS-IGA JACoW

Complete Production Editor/IT Editorial Board: SPC and LOC Chairs (content and budget), Scientific Secretariat (integrity of data, status of receipt of files, preparationof “wrappers”), Editor-in-chief (scripting, production of JACoW-publishable final product)

Testing Editor Editorial Board

IEEE Copyright Forms Editor Not applicable

Publication on JACoW JACoW Webmaster JACoW Webmaster


EPAC EPS-IGA JACoW

Editor vs Scientific Secretariat/Editorial

Board

Editor vs Scientific Secretariat/Editorial

Board PAC

– “Editor” responsible for publication of proceedings, who runs the SPMS from abstract submission and just about everything in between - except (until ‘07) SPC relations

EPAC– scientific programme secretariat responsible for overall

management of scientific programme working very closely with SPC from outset - definitely easier on the Secretariat

– editorial Board: group of people responsible for publication of proceedings

PAC– “Editor” responsible for publication of proceedings, who

runs the SPMS from abstract submission and just about everything in between - except (until ‘07) SPC relations

EPAC– scientific programme secretariat responsible for overall

management of scientific programme working very closely with SPC from outset - definitely easier on the Secretariat

– editorial Board: group of people responsible for publication of proceedings


EPAC EPS-IGA JACoW

Refine Roles/Privileges in SPMS

Refine Roles/Privileges in SPMS

SPMS Administrator(s) (ALL privileges, scientific & registration) GOD Scientific Programme Secretariat/Editor (ALL privileges re. scientific

programme) Editor-in-Chief (ALL privileges re. scientific programme) Registration Manager (privileges re. Registration) Conference Editor (editorial staff during conference processing) Editor QA Paper Reception (sort, file, edit) Poster Session Managers (specific screen) Speaker Interface (Editorial?)

There is a fair amount of overlap between different roles, but they could also be entirely separate and it is time to refine this aspect of the SPMS …

SPMS Administrator(s) (ALL privileges, scientific & registration) GOD Scientific Programme Secretariat/Editor (ALL privileges re. scientific

programme) Editor-in-Chief (ALL privileges re. scientific programme) Registration Manager (privileges re. Registration) Conference Editor (editorial staff during conference processing) Editor QA Paper Reception (sort, file, edit) Poster Session Managers (specific screen) Speaker Interface (Editorial?)

There is a fair amount of overlap between different roles, but they could also be entirely separate and it is time to refine this aspect of the SPMS …

Documents

9-11 October 2007 JACoW 2007 Knoxville Team Meeting JACoW 2007 Team meeting Knoxville, Tennessee 9-11 October 2007