# Presentation: 660644

## JACoW / SPMS

- Joint Accelerator Conference Web (JACoW) Site
- Scientific Program Management System (SPMS)
- Conference Database Management Software

- Matthew Arena
- Fermi National Accelerator Laboratory
- InterLab 2006

## Outline

- What is JACoW
- Technical Specifications
- Overview — Repository vs. Conference
- Electronic Documents
- Paper Processing
- Registration Module
- Program Committee Modes
- SPMS Configuration
- Documentation

## JACoW

- Joint Accelerator Conference Web site _[www.jacow.org](http://www.jacow.org/)_
- Publish conference proceedings on the internet, delivering high performance documents to users
- Provide a custom web site using boolean searches on keywords, title, authors and in the full text
- Provide templates for the preparation of conference papers
- Provide help and information to authors concerning preparation of documents for electronic publication
- Publish conference meta-data for the Open Archives Initiative (OAI)

## Published Proceedings

- APAC — 1998, 2001, 2004
- Cyclotrons — 2001, 2004
- DIPAC — 1999, 2001, 2003, 2005
- EPAC — 1990, 1992, 1994, 1996, 1998, 2000, 2002, 2004, 2006
- FEL — 2004, 2005
- ICALEPCS — 1999, 2001, 2003, 2005
- LINAC — 1996, 1998, 2000, 2002, 2004
- PAC — 1965, 1967, 1969, 1971, 1973, 1975, 1977, 1979, 1981, 1983, 1985, 1987, 1989, 1991, 1993, 1995, 1997, 1999, 2001, 2003, 2005
- RuPAC — 2004

## Overview

## Overview

## Overview

## Collaboration Conferences

- APAC
- Cyclotrons
- DIPAC
- EPAC
- FEL
- FLS

- HB
- ICALEPCS
- ICAP
- LINAC
- PAC
- RuPAC

## SPMS Conferences

- PAC'01, Chicago, Illinois, June 18-20,
- PAC'03, Portland, Oregon, May 12-16
- BIW'04 Knoxville, Tennessee, May 3-6
- EPAC'04, Lucerne, Switzerland, July 5-7,
- LINAC'04, Lübeck, Germany, Aug. 16-20
- FEL'04, Trieste, Italy, August 29 – Sept. 3
- Cyclotrons'04, Tokyo, Japan, Oct. 18-22
- PAC'05 Knoxville, Tennessee, May 16-20
- DIPAC’05, Lyon, France, June 6-8
- FEL’05, Stanford, California, USA, August 21-26
- COOL’05, Galena, Illinois, USA, September 18-23
- BIW’06, Batavia, Illinois, USA, May 1-4
- FLS’06, Hamburg, Germany, May 15-19
- HB’06, Tsukuba, Japan, May 29 - June 2
- EPAC’06, Edinburgh, Scotland, June 26-30
- LINAC’06, Knoxville, Tennessee, USA, August 21 - 25
- FEL’06, Berlin, Germany, August 27-September 1
- ICAP’06, Chamonix, France, October 2-6
- RT’07, Batavia, IL, USA, April 29-May 4
- PAC’07, Albuquerque, New Mexico, USA, June 25-29
- EPAC’08, Genoa, Italy, June 23-27

## Repository Database

- Maintains consistent user profiles
- Name, email, mailing address, etc.
- Affiliations
- Supports multiple, simultaneous conferences
- Repository administrator controls affiliation data (Institutions, Countries, Regions, etc.)
- Provides “starter” data for conferences
- Consistent author indexes across conferences

## Conference Databases

- Maintained by each conference site
- Synchronizes with the repository
- Accepts abstracts, authors and other metadata
- Automatically organizes posters into (parallel) sessions by classification
- Users upload electronic documents
- Paper Processing...
- Email utilities (repository, abstract and role based)
- Extensive online reports and statistics
- Generates proceedings (Perl, XML & LaTeX)

## Electronic Documents

- Independent of Oracle and SPMS
- Files uploaded via HTTP to any server
- Perl scripts provided to upload/download
- but not required by SPMS
- you may integrate into an existing document management system

## Electronic Documents

- Authors’ Interface
- Prompts users for meta data
- File type (source, post script, graphic, etc)
- Platform
- Uploads file
- Returns to SPMS
- Editors’ Interface
- Downloads files uploaded by authors
- Maintains multiple revisions for each file

## Paper Processing

- Editor interface for paper processing
- Editor assigns status
- Author receives email
- Author corrects problems if necessary
- Referee module (optional)
- Referee reviews content
- Referee Assigns status
- Author revises content if necessary
- Poster Police (optional)
- Track poster quality and attendance by presenter
- Any other user-defined requirement for publication (e.g. copyright form)
- Status log throughout a contribution’s “life”

## Registration Module

- Generic
- Field definition (text, Y/N, radio, checkbox, popup)
- Web pages built on field definitions (mix and match)
- Fees calculated on fields and field combinations
- Multiple registration pages share common fields
- Conditional registration items based on Y/N fields
- Supports payments and generates invoices
- Coming soon...
- External credit card vendor — No PII!
- Conditional registration pages

## Program Committee Modes

- Invited Oral Mode
- Create proposals for invited oral presentations
- Identify potential speakers
- Members “vote” on proposals
- Abstract creation is blocked for all others

## Program Committee Modes

- Reclassification Mode
- Abstract Category (Topic)
- Members review abstracts
- Verify abstract category
- Propose alternate category
- Based on “votes” PC chair makes final decision
- Presentation Type
- Members propose “promotion” of poster presentation to contributed oral
- Based on “votes” PC chair makes final decision

## Technical Specifications

- Oracle 9iR2 (or later) – standard or enterprise edition and Apache with mod_plsql
- PL/SQL – main CGI interface
- Some JavaScript for HTML form validation
- Perl scripts for file upload and download
- Perl and XML used to generate LaTeX scripts that, in turn, generate printed proceedings
- One source code for Repository & Conference database
- Can operate in standalone mode

## Configuration

- Nothing is “hard coded”
- System parameters interface (99 parameters)
- Abstract submission (enable/disabled/frozen)
- File uploads (enable/disable)
- Various informational URLs (help, legal notices)
- Email configuration (SMTP, contacts)
- Script and file locations
- Formatting options (program codes, dates, CSS)
- Program Committee Modes
- Post conference (SPIRES, OAI exports)

## Configuration

- Data driven
- Popup lists derived from database
- Functionality controlled by options and values set on database records — for example Editor & Referee status codes control...
- Papers’ publishable status
- Text of email sent to author
- Ability to upload modifications

## Documentation

- Installation instructions on distribution page _[http://www-esh.fnal.gov/SPMS/](http://www-esh.fnal.gov/SPMS/)_
- Administrators’ Manual _[http://](http://accelconf.web.cern.ch/AccelConf/JACoW/SPMS/Manual/)__[accelconf.web.cern.ch/AccelConf/JACoW/SPMS/Manual](http://accelconf.web.cern.ch/AccelConf/JACoW/SPMS/Manual/)__[/](http://accelconf.web.cern.ch/AccelConf/JACoW/SPMS/Manual/)_
- Note: SPMS modules are still being developed so documentation may lag behind from time to time

## Demo

- _[http://www-esh.fnal.gov/](http://www-esh.fnal.gov/pls/epac/profile.html)__[pls/epac/profile.html](http://www-esh.fnal.gov/pls/epac/profile.html)_