JACoW Team Meeting Knoxville, TN 7 to 9 November 2004 Review of EPAC’04 Experience with the SPMS from the position of Conference Administrator Christine Petit-Jean-Genaz, CERN

1 JACoWJACoW 9 November 2004JACoW, 2004 Team Meeting, Knoxville, TN EPAC’04 Experience with SPMS EPAC’04 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

2 JACoWJACoW 9 November 2004JACoW, 2004 Team Meeting, Knoxville, TN During Conference SPMS Editorial Interface: excellent Poster Police Interface: excellent 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.

3 JACoWJACoW 9 November 2004JACoW, 2004 Team Meeting, Knoxville, TN 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 EPAC’04: 3 weeks work contacting submitting authors for profile data and creation of hundreds of new profiles

4 JACoWJACoW 9 November 2004JACoW, 2004 Team Meeting, Knoxville, TN 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

5 JACoWJACoW 9 November 2004JACoW, 2004 Team Meeting, Knoxville, TN 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papers red where co-authors not properly entered in database, generate to inform submitting authors that the paper will not be published if co-authors not entered into database, inform Editor when co-authors updated ….

6 JACoWJACoW 9 November 2004JACoW, 2004 Team Meeting, Knoxville, TN Discussion - Make authors index another flag/table in the database ….

7 JACoWJACoW 9 November 2004JACoW, 2004 Team Meeting, Knoxville, TN Miscellaneous For EPAC’04, 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 addresses, etc. No record for JACoW Administrator of profile creation, only of account creation …

8 JACoWJACoW 9 November 2004JACoW, 2004 Team Meeting, Knoxville, TN 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 …

9 JACoWJACoW 9 November 2004JACoW, 2004 Team Meeting, Knoxville, TN Industrial Exhibitors - enable “search” by category - to be able to and mail conference announcements