JACoW%20Team%20Meeting%20Knoxville,%20TN%207%20to%209%20November%202004

1
JACoW Team MeetingKnoxville, TN7 to 9 November
2004

• Review of EPAC04
• Experience with the SPMS from the position of
  Conference Administrator
• Christine Petit-Jean-Genaz, CERN

2
EPAC04 Experience with SPMS

• EPAC04 first conference to use the SPMS with
  full synchronization to JACoW Central Repository
• Lucerne Database Meeting
• Functionality of SPMS was reported from first
  production, up to the conference - 21 patches and
  many, many enhancements
• Current Team Meeting
• SPMS Experience during and after conference

3
During Conference

• SPMS Editorial Interface excellent
• Poster Police Interface excellent
• E-mail to authors etc. directly via the
  contributions, concerning re-submissions,
  proofreading, etc. saved a lot of the time
  usually required following the conference. An
  excellent addition.

4
Post-Conference

• Biggest job
• Checking authors listed on papers against those
  listed in the database.
• Many, many submitting authors did not enter their
  co-authors in the database - without which, no
  reliable table of contents, or author index could
  be produced
• ?????Once a green dot is applied, it is no longer
  possible for the submitting author to do the job,
  the Editor therefore is obliged to do this.
• For EPAC04 3 weeks work contacting submitting
  authors for profile data and creation of hundreds
  of new profiles

5
Post-Conference

• Second biggest job
• Fixing affiliation data
• In many instances profiles contained specific
  affiliations with departments - thus grouping
  authors into sub-groups of the same affiliation
• Necessary to correct individual profiles, to
  insert a more generic affiliation to get the
  whole list of co-authors to sort to the same
  affiliation

6
Discussion

• Possible solutions
• allow submitting authors to enter co-authors even
  after green dot (many were willing to do the job,
  but because of green dot physically unable to do
  so)
• Enter a check box for submitting authors to enter
  that they are satisfied that the co-author list
  is complete, effectively shifting the
  responsibility to the submitting author
• Flag papers red where co-authors not properly
  entered in database, generate e-mail to inform
  submitting authors that the paper will not be
  published if co-authors not entered into
  database, inform Editor when co-authors updated .

7
Discussion

• Make authors index another flag/table in the
  database .

8
Miscellaneous

• For EPAC04, Account creation was more or less
  limited to submitting authors (only 1500 accounts
  on 5500 profiles, and over 3000 individual
  authors)
• Profile creation still shaky co-authors were
  entered, or not, by submitting authors, often
  with erroneous data - bad e-mail addresses, etc.
• No record for JACoW Administrator of profile
  creation, only of account creation

9
JACoW Repositories

• Synchronization Conference/JACoW Central
  Repositories
• Some problems at outset, but functions well now
• Problems may however be foreseen when the
  Conference Administrator and the JACoW
  Administrator are not the same person .
• What is our policy concerning private addresses
  Perhaps it is necessary to create a category
  private? This might allow the entry of an
  affiliation field which just indicates where the
  person was working before, but the address is the
  home address

10

• Industrial Exhibitors - enable search by
  category - to be able to e-mail and mail
  conference announcements