ACCU/CERN/BP/91/05

ADVISORY COMMITTEE OF CERN USERS

Minutes of the 12th. meeting held on 12th. June 1991

Present : P.Bordalo, M.Borghini, G.Bossen, C.Bricman, L.Bugge, G.Conforto,P.Darriulat, A.Falvard, C.Fug1esang, M.Holder, T.Kobayashi, E.Lillestral, B.Nellen,P.Norton (Chairman), F. de Notaristefani, B.Pattison, P.Renton, A.Roussarie,I.].Thresher, D.Toet, E.Uggerhoj, M.Werlen, ].Wotschack, S.L.Wu, A.Zalewska

Present part-time : ].Ellis, F.Heyn, H.F.Hoffmann, W.Middelkoop, A.Petrilli,B.Righini, G.Sauvage, S.Schwarz

Excused : C.Rubbia, ].Schacher, G.Theodosiou, R.Voss

ADOPTION OF THE AGENDA

The Chairman opened the meeting welcoming and introducing A.Zalewska, theobserver from Poland and who will represent Poland from 1 July 1991. He alsowelcomed M.Werlen replacing ].Schacher. The circulated agenda was adopted.

NEWS FROM THE CERN MANAGEMENT

P.Darriulat, speaking in the absence of the Director General, discussed threepoints which would be treated in the forthcoming Council Meetings. A proposalconcerning charging overheads for non—Member States, the strategy forexperiments for the LHC, (financial conditions, a timetable for submitting lettersof intent, proposals etc.), and proposals on coping with the approved 1991Budget.He reminded the meeting that there had been pressure in 1990 to look forfinancial resources in non-Member States (NMS). This is not a simple problemas each NMS has different ways of dealing with funding. The DC will present adocument defining three groups of NMS:

a) Even Partners would be those NMS having facilities similar to thoseexisting at CERN, and therefore presenting the possibility of exchanges. Atpresent the US is the only country in this category. Contacts have been madewith DOE, and it is hoped to reach agreement soon.

b) Uneven Partners would be those NMS actively involved in particlephysics research using CERN's facilities, but affording little chance for fairexchanges. An agreement similar to the "HERA Model" should be set up so thatthese NMS can contribute.

c) Other Partners which CERN would like to assist in the development ofscientific research.In reply to questions, P.Darriulat said that CERN and the DOE rnust discuss termsof reference for "evenness". Since one can not anticipate Council decisions, timescales for the implementation can not be predicted yet.

ACCU Minutes ACCU/CERN/BP/91 /05Wednesday, 12 June 1991 2

The LHC Pink Book has recently been published, and the President of Councilhas expressed the wish to aim for a decision concerning approval of the LHC in1992. Two areas of the LEP tunnel should be freed for two dedicated LHCexperiments. Following a preparatory meeting at CERN in the autumn, a 3-4 daymeeting would be organized around the end of 1991 to allow the potential LHCcommunity to get together; calls for letters of intent would be made in 1992. AnLHC Committee, which would be different from the DRDC, would be set up inmid-92.It is known that there is a shortfall of 20 MSF in the 1991 Budget. TheManagement will propose, in addition to a slight change in the profile ofpayments, a drop of 200 in Staff numbers by 1993. This would be offset byrecruiting ~100 people on "term" contracts over two years, and who would bepaid from the R 8: D budget. The situation would then be reviewed when theLHC is approved.

MINUTES OF THE PREVIOUS MEETINGS

These were ratified as a correct record.

MATTERS ARISING

H.F.Hoffmann stated that a new method of distributing CERN cars was beingimplemented, but that the hardware necessary for using Access Cards to borrowcars was not yet available. Through ACCU he wished to remind users that carsmay only be used for official purposes, and within the defined perimeter.Concerning snow clearance, ST Division are looking into improvements.In reply to a question, the Chairman said that he had also reported ACCU'sactivities to the Scientific Policy Committee.

THE RESTRUCTURED PPE DIVISION

E.Lillestol distributed the new handbook "PPE Info 1991", drawing particularattention to §VI which contains the list of PPE Division Representatives in inter-divisional bodies. Following restructuring, the number of people in PPE is aboutthe same as in EP.

USERS' OFFICE NEWS

The target date for the introduction of the mandatory CERN Access Card is 1January 1992. New facilities for their distribution will be available later this year.These cards will be valid for a fixed period, and will improve CERN's knowledgeof its users as individual personal files will be checked and updated beforeextensions are made. They will not replace the Swiss and French cards, but theCERN Attestation - Access /Tunnel - card will disappear.

ACCU Minutes ACCU/CERN/BP/91 /05Wednesday, 12 June 1991 3

A new office building has been given high priority. Office space is a continuousproblem, and a Space Committee has been set up under the Chairmanship ofH.F.Hoffmann. Each Division has a Space Manager. About 120 places have beencreated adjacent to B892 on the Prevessin site.New stickers for private cars will soon be issued.It has been noted that CERN cars are often involved in traffic violations, and arebeing used for private purpose, both inside and outside the allowed area. ACCUrecognized the need for a new document with clear instructions as to the use ofCERN vehicles.

THE FELLOWS AND ASSOCIATES SERVICE

W.Middelkoop, PE Division Leader, explained that staff movements andincreasing workload had led to the postponement of the June meeting of theFellowship Selection Committee until September. For financial reasons therewill be no new appointments starting before January 1992. E.Lillestol commentedthat members of the Users' Office having the same competence as that requiredin the Fellows and Associates Service, had given direct help to the latter.Streamlining procedures will avoid duplication in the two services, and heconsidered it unreasonable that the staffing quota of the Users' Office shoulddepend on the PPE quota only.ACCU expressed a strong wish to restore normality to the administration of theFellows and Associates Programme.

INSURANCE

G.Bossen, informed ACCU that a document was being prepared givingguidelines for insurance (health, accident, disability, death). The cover for usersnot paid by CERN should be the responsibility of the home institute. CERN isinvestigating the possibility of making available insurance cover at a levelequivalent to the minimum required by Swiss legislation.

RESEARCH SECTOR ELECTRONICS POOL: NEW REGULATIONS

B.Righini presented the new rental scheme for electronics borrowed from thePool following a study made by an external expert. The rental, at present 18%,will apply to all groups, and will be 12% of the current value of the instrument.The income will be used to purchase new electronics, and a maintenance chargeof 4% is included. In future stores-like cards and receipts will be used whenrenting and returning instruments. A CERN Electronics Contribution (CEC) maybe granted to experiments by the Research Directors, and will be strictly for theduration of the experiment. (Service groups will be treated in a similar mannerwith less restriction on the duration.) This will entitle groups to rent a small partof their instruments at a reduced rate of 4%. Beyond the CEC limit the rent will

ACCU Minutes ACCU/CERN/BP/91 /05Wednesday, 12 June 1991 4

be 12%. The CEC, defined as a list of instruments, will be an integral part of theMemorandum of Understanding, and all existing experiments will be revalued.In conclusion, B.Righini said that there will be no abrupt change, there will be anincentive to return unused instruments, fees will be lower, and all users willhenceforth be treated on an equal basis.ACCU welcomed these changes.

AN OPEN MEETING

The Chairman introduced his proposal for an open meeting. It is hoped that theDirector General can be present, and give an introductory address. ACCUMembers would be introduced to the Users, and a description of ACCU'sfunctions given, emphasizing the links with Council Delegates through theACCU representatives. In addition he suggested that the role of the Users' Officebe outlined, and conclude with a question and answer session. It was agreed thatACCU members should be active in their own communities to collect questionsin advance, but of course questions should be allowed from the floor. It wasstressed that when the meeting is announced in the Weekly Bulletin and CERNNews in mid-August, it should be clearly stated that the object of the meeting isto discuss ACCU business and not the CERN Scientific Programme or Budget etc.ACCU agreed that the morning of the September meeting would comprise theopen meeting, starting at 9 o'clock.

THE CERN LIBRARY

S.Schwarz, Head Librarian, described the improvements achieved and foreseenfor the Library. This covered not only space but also data retrieval. Ademonstration of the retrieval of preprints stored on optical discs was given afterthe meeting.In reply to questions, H.F.Hoffmann said that the improvements were being toppriority, and extensions to the Library would soon begin.It was pointed out that there are some problems with ALICE on VM, and the useof SGML versus LATEX was questioned. In reply, S.Schwarz stated that a newmanual has been published. Some terminals may not be fully compatible (eg.Character set, keyboard, screen etc.). SGML is used since it is more compatible forexchanges with other institutes. Concerning access to books outside workinghours, he agreed that this is a difficult problem, and that the use of access cardsmight not be the solution. More staffing would help.

ANY OTHER BUSINESS

It was stated that whilst one self—service store on the Meyrin site had closed, thefacility for making urgent purchases would remain in operation. The choice ofwhich to close had been made in consultation with the Liaison Committee

ACCU Minutes ACCU/CERN/BP/91 / 05Wednesday, 12 June 1991 5

between Divisions. The stores in the West Area was more adapted to goodworking conditions, whereas the working conditions in B73 are unacceptable.It was noted that work had started on the long awaited cycle track from St. Genisto the frontier.S.L.Wu said that companies like Avis might be interested in long term leasing ofcars. This might solve insurance problems.I.].Thresher confirmed that he would request the Tape Service Committee to seewhether or not there are problems in the Tape Vault operation.

MEETINGS FOR 1991

The next meeting will be on 17 September starting at 9 a.m. in open session andcontinue in closed session in the afternoon. The final meeting of 1991 isscheduled for 20 November.

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935 ACERN Scientific Information Service ”W “2Development Calendar May-87 -May -91May -87: The development and maintenance of a modern sc. infoservice is the main objective and will be given adequate resources.(Instructions by Prof. Schopper)

June—87: Action plan presented to Library Committee. It includesthe elements elaborated in the subsequent Master Plan. ‘

Dec. 88: Selection of ALICE system

Dec—89: SIS Master Plan: To create the best Sc. Info Serviceavilable to the HEP community (Instructions by Prof. Rubbia)

Integrated library systemOptical disk storage of preprintsSpace extension in Bldg 52:RInternational data exchangeStaff developmentStable resource allocation (staff,"materials budget" and projects

Dec-89 -- Jan—90: Library services consultants Hill and. KeriguyJan-90: Scientific Information Policy Board created and. SIS transferred from TH to ASFeb-90: Catalogue and search of ALICE 2.1 in operationJuly-90: Library architecture consultant BrawneNov-90: Beta-test version of ALICE 3.0 in operationJuly-91: Installation of VAX 4300 and transfer of ALIICE 3.0Autumn-91: Loans module, etc, implementedAutumn-91: Optical disk system operational in conjunction with. ALICEAutumn-91: Space extension in Bldg 52:R in progress

Library

Collection

Optical diskpreprintsaccess

9Clearinghousefor HEPpreprints

MicroPREPfor local useand in o ut

SLAC/CERNdata exchange

AutomatedHEP-recordcreation

Computer-aidedindexing

CERN full-textIATEX databank

1991—04—24

Develo . ment of SI servicesHEPDIR onFILEMAKER

Current Con—‘ j Ients on MAC- j

Oxford Engl. I,Dict. & others i ‘on CD/RO

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“WWUsers

SDI in HEP

Periodicals check-inReminders

Acquisitionsreminders

Inventory control

Special databases(Conferences,HEP Directory)

On-line orderingLoans management ‘| Statistics and' ecallsJmanagement support

*cm 'user filein ALICE

l

Electronic Mailaccess to QALICE

VAX cluster

Ethernet

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INDEX l

DECserver

Hardware:ISOLAN cardBNF connector

twin cableSoftware:

TN 3270(VM)TNVT(VAX)Windows/ 3 .

Hardware:Gandalf or TDM(=Terminal Display

Multiplexer)

Thin Ethernet

AppleTalk

Software:NCSA Telnet

(to emulate VT-100)TN 3270 (to emulate

IBM protocol)

Access to the ALICE library system at CERN

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Resources:

Personnelfor: Library and archive maintenance andservices; Systems maintenance; Systems enhancement

Materials allocationfor: Books and periodicals acquisitions;Systems maintenance; Equipment renewal, Staff training;Reconstruction of space

Project allocationsfor: Equipment; Software packages;Consultants; Systems programmers (tech. students, etc.)

Allocationfor space modernization

1) Total investment (in 1991 prices):

- Library system: 400 kCHF- Optical disk system: 250 kCHF- 60 man-months of systems programmer assistance

(Sci. assoc.; Tech. stud.; "Cooperant")

2) Current "unauthorized" projects:

— Computer upgrade for library system: 240 kCHF- Space extension "Phase 1": 400 kCHF

3) Foreseen developments:

- Space extension "Phase 2": 400 kCHF (1992-3?)- ALICE on UNIX (1995)

Note: Savings on the single item "Reprintdistribution" (apart from " major savings on aradically improved cost-effectiveness of tasks)amounts to 210 kCHF per year (1991 prices)

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Tuesday, June 11, 1991

M E M O R A N D UM

To/A: Members of ACCU

From/ De: ].M.Ferguson

Subject/Objet: Status Report on Scientific Document Production Service

Introduction

Following various problems in the scientific document productionservice during 1990 a status report was presented to ACCU at the February 1991meeting. At that time various corrective measures had already beenimplemented and the most critical problem of understaffing in the typingfunction had been resolved. It was agreed at that meeting that subject tosatisfactory performance of the service no discussion was required at the Junemeeting but a status report including operational statistics should be circulatedto the members.

Current Status

The following progress has been achieved in the staffing of the DTPcentres.The available typing effort has remained at the previously agreed levelof 5.7 although in practice less than this has been needed. The copy editor(60%)mentioned in the last report begun her activities on March 1. An additionalcopy editor (50 %) was obtained by internal transfer on April 1, both are learningfast in their new functions.Unfortunately the staff member who was planned toassume the operational responsibility of the DTP centres has been unable totransfer to the service for the time being and this has been carried out by therespective coordinators, MJouhet and S.Vascotto, directly with the groupleader. The equipping of the staff with the appropriate modern personalcomputer equipment and associated software has been completed. The requiredtraining programme is well advanced and will be complete by the Summer.The Appendix gives a summary of all papers completed during 1991 to date.DTP-4 refers to the service in Building 4 and DTP-510 to that in building 510. Allpapers requested to the two centres have been completed with no abnormaldelays and in general to the complete satisfaction of the authors. There hasbeen no backlog throughout this period and typing effort has exceeded demand.The most critical resource in improving turnround has been copy editing /proof reading capacity. Workload has been balanced between the two centres asappropriate and there has been no particular problem in smoothing thedistribution of work between them.

Evolution

In view of the successful operation of the two centres and in the light ofrequests from users in ECP and CN Divisions it is proposed to introduce in theAutumn a third DTP centre in Building 513 which will serve the previouslymentioned Divisions and the physics community in the vicinity.

DTP DTP- 4 AppendixDiv. AG

Report Number of Jobs 4 pages 191 wimcorrectedfacior 211

Div. AT

Preprint Number of Jobs 2 pages 14 wimconectedfactor 19

Div. CN

Misc. Number of Jobsl pages 1 wimconectedfactor 1

Div. DG

Misc. Number of Jobs 3 pages 9 wimconectedfactor 9

Div. ECP

Preprint Number of Jobsl pages 17 wimconectedfactor 22

Div. PE

Misc. Number of Jobsl pages 5 withcorrectedfactor 9

Div. PPE

Misc. Number of Jobs 3 pages 42 withcorrectedfactm 47

Preprint Number of Jobs 3 pages 27 wimconectedfactor 29

Div. PS

Report Number of Jobsl pages 234 withcomctedfactor 384

Div. TH

Misc. Number of Jobs 2 pages 35 wimcormctedfactor 35

Preprin! Number of Jobs 5 pages 66 wimcorrectodfactor 67

total by DTP: jobs 26 pages 641 wimcorrecxeafactor 833

6/10/91

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Alisc.

Div. AS

Numbu Jobs

Report

Div. CN

Numbu of Jobs

Report

Div. DG

Numbu of Jobs

Alisc.

Div.- DI

Numbfl of Jobs

Report Numb" of Jobs

Alisa.

Div. PPE

Numbfl of Jobs

Preprint Numbu of Jobs

Report Numb“ of Jobs

Report

Div. SL

13

Numbfl of Jobs

Preprint

Div. TH

Number of Jobs

Alisa.

Div. TISNumbu of Jobs

Preprint Number of Jobs

Report Numb” of Jobs

pages

pages

pages

pages

pages

pages

pages

pages

pages

pages

pages

pages

pages

10

10

167

179

364

10

31

25

15

117

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total by DTP: jobs 31 pages 93 9 wfihconecwdfinux 1096

All DTPs : jobs 57 pages 1580fiwuxaddlconecmfl

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6/10/91