JACoW Team Meeting
Summary of Meeting
Hywel Owen and Cathy Eyberger
SPMS Conferences
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PAC 2001
PAC 2003
BIW 2004
EPAC 2004
LINAC 2004
FEL 2004
Cyclotrons 2004
Aspen 2005
PAC 2005
DIPAC 2005
FEL 2005
COOL 2005
EPAC 2006
BIW 2006
LINAC 2006
PAC 2007
Chicago, Illinois, USA
Portland, Oregon, USA
Knoxville, Tennessee, USA
Lucerne, Switzerland
Lübeck, Germany
Trieste, Italy
Tokyo, Japan
Aspen, Colorado, USA
Knoxville, Tennessee, USA
Lyon, France
Stanford, California, USA
Galena, Illinois, USA
Edinburgh, Scotland
Batavia, Illinois, USA
Knoxville, Tennessee, USA
Albuquerque, New Mexico, USA
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
2
SPMS and Repository
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History
Objectives
Features added recently
Implementation
Main features
Architecture
Administrative roles
How to start implementing
SPMS
• How does SPMS work?
• Profiles and accounts
• The Agreement
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SPMS requirements
Browser requirements
Email facility
Conference email utility
Repository email utility
Email archives
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
3
Setting up a New Conference
• Web site at FNAL with zip files
containing SPMS files at wwwesh.fnal.gov/spms/
• Zip files include list of files you
need and readme file with stepby-step instructions
• Hardware requirements
• File server and db server should be
separate
• Also presented information on
JACoW repository, background
jobs, SPMS User setup, email
facility, data dictionary, and
additions
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
4
Classifications and Sub-classifications
• Description of
classifications
• Main Classifications
screen – fields
(PAC and EPAC styles
are merging)
• Sub-classifications
screen (entered by
Administrator)
• Combine Main and Subclassifications screens
• Presentation types for
Contributions (e.g., invited
oral, contributed oral, poster,
etc.)
• Presentation types for
Sessions (places a type of
presentation in a physical
space)
• Conclusion: There is a
certain confusion about the
way these two screens are
labeled and used
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
5
Abstracts, Their Submission and QA
– Charlie Horak
• How to set up SPMS to accept abstracts
• What constitutes abstract QA
• How to reclassify abstracts
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
6
Program Codes – Charlie Horak
• How to create program codes
• How to number the papers and reassign IDs
manually
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
7
Invitation-Only Conferences
– Michaela Marx
• Description of an invitation-only conference
• How LINAC04 handled abstract submission:
full-service for invitees
• Administrator duties
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
8
SPMS Functionality and Data Flows
• Description of the authors
interface
• Adding a new author
• Abstracts list and main screen for
authors
• What’s behind a new profile
• What happens after submitting an
abstract
• Paper uploading
• When and why to resubmit a paper
• QA
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Conference setup
From abstract to contributions
Paper reviewing
Paper editing
Quality assurance
Proceedings production
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
9
Registration Modules
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General Functionality
Data Flow--General
Data Flow--Payments
How to set up a
registration form:
defining fields, building
web pages
• The Administrator’s role
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Overview
Payment form
Follow-up email sent
Taking payments
[discussion on various
methods of taking credit
card payments]
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
10
Processing Workflow Review
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Processing
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Get Next Paper button
Active papers
Other links
SPMS Editor Workflow graphic
Refereeing Module (New!)
– History
– Proposed workflow for adding a
refereeing module
– Actual workflow (JACoW editing took
place before the refereeing)
– Clear and confusing needs for next
time
– Suggested system parameters
– Wish list for next time
Poster Police
– Policy
– Role of poster session managers (a/k/a
poster police)
– Poster police interface
– Search for nonconforming posters
– Email application
The LOC perspective
The author perspective
Security issues
Paper submission framework
Editing Module
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QA
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Purpose
OK for publication
Editor’s page / Paper final QA
QA editor actions
Result of actions
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
11
Pre-Press & Publication (Mon & Thu)
• List of steps necessary to
prepare preliminary
proceedings (formerly
known as preliminary
proceedings), i.e., no page
numbers, indexes, wrapper
material
• List and description of
scripts to run to create the
final proceedings
– (Thu) A number of script
issues were discussed
– (Thu) Use WGET instead of
browser for various tasks
• Publishing on JACoW
– Technical requirements of
papers
– Second stage: edit JACoW
home page to add links to new
proceedings
– Revised JACoW home page
with new drop-down lists of
proceedings by conference
– Code listing of search engine
interface
• (Thu) Open Archive and
SPIRES citation data
– SPMS URLs will generate data
– Common set of keywords
among all conferences. Library
data package needs writing!
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
12
Post-Conference Feedback to the
JACoW Repository – Christine PJG
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Aims
Data to repatriate
Search/Edit screen
Question for Matt: Would the data be repatriated
postconference to the JACoW central repository and
be available in the future in the profiles repository for
new conferences, or would it be synchronized to
conferences already using copies of the repository?
• Answer: Need to query central repository through that
conference to obtain this information. Information is
there, a page needs to be written to access it.
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
13
SPMS Development
• Number of modules possible
– Registration, Receipts, Badges (attached code, e.g.
Jeff Patton’s PAC code?)
– Schedule export
– Mailing label generation
– Repository search
• Modularisation of SPMS
• Programming effort needed!
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
14
SPMS Documentation (Christine)
• SPMS User Manual uses DTree layout
– http://accelconf.web.cern.ch/accelconf/jacow/SPMS
/Manual/defaultnew.html
– Naomi and Dan should write up the registration
module documentation
– Links to this week’s seminars on the SPMS
documentation site
– Should be a manual of the present state of the
website
– (also Refereeing module documentation)
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
15
SPMS Character Problems (John)
• Character sets are implemented as best as
possible in the production repository
• Unsolved (unsolvable?) problem with user data
entry
– Errors must be amended manually
– Volker’s XML scripts can search for unusual
characters, and will display in ISO-LATIN1
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
16
Brainstorming- Presentation Types
• Lots of discussion about the reclassification of
presentations
– Automatic conversion of oral->poster
– Generation of programme codes
• Comments
– Need to be able to split a session across rooms
– Need to be able to split a classification/sub-classification to
allow them to be split across sessions or days
• Demo of issues was done
• Action Christine to liaise with Matt to sort out table
names
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
17
Poster Numbering/Village System
• Numbering works to group posters by same
institute
– Sort by affiliation & presenter/primary name
• Can manually adjust, but be careful afterwards!
• There is a general problem with disjointed
authors – group by subject or group by person
– Main hierarchies should be preserved, e.g. major
topics (main sub), affiliation
– Then manual fix of disjoints across room
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
18
InDiCo
• Related product to SPMS
– Powerful system for running a conference
• For CERN-sponsored conferences
– Has different focus to SPMS (presentation vs.
publication), but has many of the same functions as
SPMS
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Registration
Scheduling
Contribution upload
Contribution download
Offline website creation
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
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Tue Afternoon – New SPMS Functionality
• Proposed Method for Invited Talks
– Submit Proposal
• Proposer, Title, Speaker(s) (primary & alternative), Comments, Classification
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Comment Proposal
Add Proposed Speakers
Merge of duplicate proposals
Report/Review – data extraction
Accept/Reject – done by Session Chair/Conf. Admin. (green/red dot?)
Select Speaker – done by Session Chair/Conf Admin. (green/red dot?)
(Log)
• Need new roles
– Programme Committee Member, who can submit & comment
– Proposed Speaker
• When needed
– PAC07 (needed March 06?); build on experience from Linac06 (PAC07 meets
March/April next year)
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
20
Credit Card Data/Processing
• Who gets access to the credit card data?
– DB Admin can always change roles – trust him!
– Special role for only finance people? – policy needs deciding
• Registration people do not necessarily need to see data
• Forwarding of billing request and transaction ID stamp to a 3rdparty payment provider is much better
– Essentially store transaction ID instead of credit card number; payment
provider takes on risk of storing/using credit card numbers
– Previous setup of data ‘bounce-back’ (e.g. via URL) between payment
provider and e.g. SPMS
– CCLRC Lab policy did not allow this for EPAC06
• Various payment options explored – fees were quite high >2% per
transaction
• Would have required a major change to CCLRC financial operating system
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
21
Cloning of Conference Data
• Suggestion:
– Store ‘template’ data to start off the structure of a
conference
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Keywords
Registration Data (fields and layouts)
Invitee list?
Extract data such as what year/conference a speaker
made a presentation (repatriation)
• Accommodation templates
– Keep only last conference?
– Mix&match templates from several conferences
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
22
Flagging of Prize Entries
• Identification (flag) for papers/presentations to be
entered into a prize competition
• Suggestion:
– Radio buttons for submission of abstract into competition
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Flag by submitting authors
Flag by expert
Report
Dump of Data – extract PDFs by judges; green/yellow dotted can be
viewed. Why not red dot/unprocessed viewable too? (in case of no
edit)
• Flag_description, Flag1, Flag2 – process them first so that they can
be judged during the conference. Late papers do not get entered.
• Need to summarise competition entries for judge
– When they were entered
– Whether they have been processed, so that no entries are missed
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
23
Customised Mailing Lists
• Suggestion: Customise email list by
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Classification
Status
Presentation
Presentation Option/Type
Profile/Contribution/Expert/Role driven – need to
take care to appropriately use email lists
• Some technical issue with emailing attachments
• Attachment of CVs?
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
24
JACOW Status
• Rapid growth of proceedings – up to 50 conferences soon
– Copyright agreement needed for some conferences
• Schools publications is in discussion
• Various formalisations in progress
– Attendance
– Budget allocations
– Data security
• Indexing
– Some papers don’t get indexed
• Some issues with DNS/Serving that have caused small outages
• CERN has signed the Berlin declaration
• Next year’s team meeting at CAT Indore?
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
25
JACOW Development and Relationships
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11 conferences already have agreements
Some smaller conferences/workshops have been discussed
Discussion of Part.Accel. scanning is ongoing
CAS/USPAS lecture notes?
– Problems with old documents since they have varying source and format
– Much of CAS is presentation material – hard to index
– Input and resources required from schools
• JACOW/IEEE relationship
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conflicting requirements
But they’re not hard constraints (e.g. JACOW compresses more to limit file size)
Paper size variation was a surprise to them
Future is to have multi-media content – watch this
• Subsetted fonts is no longer a problem in Acrobat 7
• Data security of repository information
– Email addresses especially – these will not be published, but will be in OAI
– Local repository copies are destroyed after conference
• (Thu) GPL Link
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
26
Conference Summaries
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HB2006
– first ICFA workshop on JACOW
– Is it legitimate to harvest email addresses from conference?
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ICFA BD Workshop on Future Light Sources
– No abstract booklet
– Plenaries in standard JACOW format
– Presentations and WG summaries will be searchable and printable – new presentation type
for transparencies?
• (Keynote, OO Impress, Word, ppt, ps, PDF, portrait/landscape) – publish to PDF. PDF source will
be allowed.
• Define to delegates what source file formats are allowed
– Naming convention for presentations?
– A workshop option in the conference configuration
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APAC2007
– In Indore
– Have learned from KEK experience
– Will learn SPMS by getting involved with EPAC
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Cyclotrons 2007
– In Taormina
– Again, experience will be gained
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
27
Conference Summaries
• DIPAC2005
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First to follow JACOW
Full SPMS, supported by J.Poole and M.Arena
Big advantage in using SPMS for affiliations etc.
Formatting problems reduced cf. LINAC04, but is still the largest error in a
paper
– A number of script issues were discussed
• Missing contributions in LINAC04 were marked explicitly
• FEL Conference Series
– Yearly, medium size – published in NIMA
– 50 Acrobat licenses available simultaneously
• ICALEPCS - http://elise.epfl.ch/
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Uses a different paper and submission engine
Only accepts PDF
Problem with printing – fonts problem?
Jewel box for CDs tend to break in the mail. Used card covers
Discussion of move to publish on DVD – wait until everyone has require drives
(next year or so)
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
28
Conference Summaries
• ICAP – International Computational Accelerator Physics conference
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Variety of publishing methods; a bit of a mess
adopt JACOW
Chamonix October 2-6 2006
http://cern.ch/icap2006
Suggestion (J.Poole) for better vector plots
• Screen grabs done right now – depends on form of data plot (e.g. decimation of data)
• Maybe Comp. Phys. community can help with a methodology.
• Need instructions/hints in the submission instructions
– Probable problem with copyright forms
• LINAC04
– Invitation only meant manual SPMS profile editing
– ‘Traditional’ numbering meant manual numbering of papers
– Problem with using Macs and Projector/Beamers (also see problem with Dells
with ATI Rage cards)
• LINAC06
– Some editing help is to be requested
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
29
Conference Summaries
• PAC 2005
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All papers processed but none QA’d at conference
13 green but no IEEE copyright
Maybe update Mac instructions?
Some authors had problem uploading PS files
Shared network with the Internet Café was a problem
First use of registration module (have now developed better spec for EPAC)
Badges and payments was a problem
• PAC 2007
– Website is already live, but skeletal http://pac07.lanl.gov/
– Usual assistance needed from JACOW
• LINAC08, PAC09
– Conference venues booked already!
• RuPAC – http://www.jinr.ru/RuPAC2004/
– 170 out of 209 met JACOW requirements and were published
– Contact with authors was primarily by email, which was a difficulty
– Would like to use local SPMS for next conference
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
30
Conference Summaries
• EPAC
– New accelerator prize for young scientists –
nominated by (young) peers
– Continuity is key
– Plone is used for EPAC06 website; editing
demonstration given
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
31
Conference Summary Summary
• Statistics are constant across conferences
– Breakdown between Word/LaTeX
– Cross-reference authors!
• 35 papers per editor per day is a good guide
• Networking
– Need to make absolutely sure that the network
requirements will be met
• Be clear with the IT staff
• And with the conference centre
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
32
JACOW Scanning Project
• PAC scanning is finished!
• EPAC in progress
• JACOW website automated statistics gathering
– But need careful criteria to get meaningful data
– Alternatives may be possible using a Log analyser, or using
a Perl script that handles the downloading and does the
download counting (no caching). This would not work on
static files though. Some reworking of the file system would
be needed (index file would be corrupted).
• Copyright issues to deal with
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
33
Schedule Builder
• Extend My Schedule and add iCal (.ics) export
and subscription
• GPS coordinates are easy to add – why not?
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
34
Documentation and Template Review
• Make ‘recommended software’ into ‘required software’
• A few other modifications suggested
– Times New Roman (Times New RomanPSMT) is mentioned as being
allowed (as well as Times) to avoid confusion
– General Postscript drivers are often available, but not always
– It’s now hard to put the wrong fonts into Word – Times is not in MS
Word ‘out of the box’. Metrics of different fonts are slightly different
• Old template versions to be discontinued
• Some British/US English usage differences – doesn’t matter?
• MathType is useful for editors to have – makes editing easier
– JACOW purchase?
• Some templates don’t use the defined Styles in areas they
should – these should be made consistent
• No break of Figures across half columns (word-wrapping)
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
35
KEK Mirror Site
• A good fraction of the traffic is generated by search
engines (~35%)
• Using an unusual HTTP server (Russian code) lessens
the chance of security breaches
• Mirroring is done by downloading site and replicating
– Now only changed sections are downloaded
• Issues
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Use of same search engines
Additions to keyword list
Change logs
Use absolute links carefully
Would like log list of conference files delivered, to gain
complete picture of downloads
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
36
Acrobat 7 and Distiller
• Acrobat 7 Developments
– V4: Tagged PDF for document text flow (and accessibility). Multicolumn a
problem.
– V6: Retain layers (professional)
– V6: Active multimedia embedding
– V6: PDF Optimiser
– V6/V7: Invasive installation (toolsets in other applications)
– V7: New functionality focuses on review (and security), editing and prepress –
different split between Prof. & Reader
– V7: Support for layers for engineering use
– V7: PDF/X and PDF/A support, e.g. http://www.pdf-x.com/ and
http://www.digitalpreservation.gov/formats/fdd/fdd000125.shtml
– V7: Bug fixes of v6.0.
– V7: Some OCR features of Acrobat Capture now available in v7. (but Capture
was a free plugin before)
– V7: Different availability on different OSes.
• OS Requirements for Reader are strict (modern PCs) and limited
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
37
Distiller 7 Developments
• Distiller 7 Developments:
– Watched folders (powerful but licensing restrictions
– need Distiller Server)
• Distiller 7 Settings:
– V7 Needs further research – use PAC’05 final .ps
files to look at viewing speed and file size
– V7 ‘Standard’ gives bad print output. Also other
default profiles.
– Possible problem with embedding OpenType fonts.
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
38
Edit, Versioning & CD Standards
• PitStop Server:
– The server can automate many tasks we need for JACOW
• Needs some configuration
• Still needs manual editing at the end
– Was used for PAC05
• Very useful for reducing file sizes for CD
• Different file sizes on JACOW and CD
• Version to be Used:
– Move to Acrobat/Distiller 7
– Move compatibility to Acrobat 5 (PDF 1.4) – driven by support level across
platforms
• ISO9660 Joliet is the most compatible standard for CD production, and
should continue to be used.
– Should also use ‘Hybrid’ extension to allow double-clicking of files on MacOS.
JACOW CDs are usually tight on space, but this extension is lightweight.
– Other formats (e.g. DVD) are extra at the discretion of the conference
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
39
Fonts
• Embedding of fonts is an ongoing problem
– Often get subset (but don’t worry)
– Old Type 1 fonts get substituted (e.g. Times!)
– A big problem with font licensing and permissions
– need to start from the ground up. Don’t bother
with a license
– OpenType will make things worse
• Type 3 no longer a problem
• When editing text, use the source document
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
40
Security – Hardware/Software/Data
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Hardware usually no problem
Software carefully patched and configured
– Close all the holes, Oracle is well-known
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•
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Firewall + ports
Passwords
Patches
Authentication (use SSL)
SPMS Passwords
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Readable by admin so that delegates could be told
Better changeable (reset) but not readable
Get rid of passphrase
New password process:
• Method 1: Request sends email with clickable link to reset profile password (authentication is via
predefined email address)
• Method 2: administrator can reset and user enters new password at administrator seat
(authentication is via face-to-face). Confirmation email (without password) is sent.
•
Data Security Laws have to be followed
– Might have to delete a profile, but probably not the paper – perhaps the name and
affiliation alone can be kept (this may not be personal data)
– Opt-in information must be given to all – could be done at the JACOW repository
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
41
Next SPMS Release
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Install script ports
Payment failed functionality
Search on Referee Status
Search on Profiles -> Export (CSV/Excel)
Keywords <-> DB
Multi-currency registration
Email headers in ASCII
Turn off auto poster numbering
Village system numbering parameter
Proposed speakers; roles; functions
Cloning registration, invitees
Dynamic attributes for the abstracts
(abstract flags) – PRSTAB, students, and
sorting of them
Current edit (dot) status on the abstract
search report
Language pack compatibility for Oracle –
release notes
–
FAQ/Wiki in documentation
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Expand session chair email utility to cover
all experts
Create a role-driven email utility
Remove the passphrase and replace with
new methods
Registration receipt and invoice printing
function, badge printing
Personal scheduler download to PDA
Mailing label generation
Repository archive search and report on
repatriated data
User print of PDF
Author submit of PDF as source file (for
workshop transparencies) – turn on/off
ability by session
Refereeing module: upload marked-up PDF
(for refereeing)
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–
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Dot masking when refereeing
Search ref/edit status of papers, and stats
Master status report – sort order on ref
status report
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
42
SPMS Dev. Schedule
• Conference/DB Dev Schedule:
– 2xICFA Workshops (May)
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•
•
•
1. PDF upload
1. Install script ports
1. Payment failed
1. Registration receipts
– EPAC (June)
• 2. Proposed speakers (needed
March)
• 2. Abstract flags
• 2. PDA Download
• 2. Role-driven email
• 3. Auto poster numbering turn off
• 3. Village system num. params
– FEL (August)
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•
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4. Refereeing Status
4. Refereeing module changes
4. Email headers in ASCII
4. User print PDF
4. Other refereeing items
4. Session chair email
– ICAP (October)
– PAC 2009
• 5. Multi-currency
– LINAC
• 2. Mailing labels (needed soon)
• 4. Keywords <->DB
Presentation Summary,
November 2005, INFN Frascati, Italy, Hywel Owen and Cathy Eyberger
43