RPP Upgrade, Analyses Meeting Minutes
        Present: Betty, Weiming, Paul
        Date: April 28, 1999

        Topic: Section 1.2

------------------------------------------------------------

1.2.2 Entering Results of Literature Search into Database

Main Success Scenario
  . Results of Literature Search Scan (1.2.1) are entered into Database
  . Unique Document IDs are automatically produced
  . Output list generated for proofreading

Actors
  Literature Searcher, Data Entry Person

Have on hand -- Results of Literature Search Scan; either written or a
computer file (1.2.1.3).

If a computer file, need to be able to parse an ascii file to produce
readable input; otherwise make such a file.  Need to be able to
distinguish between different fields.

Possibilities:
    1.2.2.1 Paper already in Database, all assignments okay
    1.2.2.2 Paper already in Database, different assignments
    1.2.2.3 Entirely New Paper (check for preprint version)
    1.2.2.4 Produce Literature Search Report
    1.2.2.5 Produce SLAC/SPIRES HEP Error Report
    1.2.2.6 Produce Assignment of Encoders/Particles Error Report
    
Actions

1.2.2.1 Paper already in Database, all assignments okay
        . Add Literature Search Initials to Database, change Status Date
    
1.2.2.2 Paper already in Database, different assignments
        . New Assignments: add Literature Search Initials to Database,
          change Status Date
        . Old Assignments: add Literature Search Initials to Database,
          change Status Date
        . Missing Assignments: do nothing
        
1.2.2.3 Entirely New Paper (check for preprint version)
        . Check Preprint references in database against SLAC/SPIRES HEP;
          if found update reference, go to 1.2.2.1 or 1.2.2.2
        . New Paper does not correspond to Preprint in Database
          . Generate New Document ID
          . Add Literature Search Results
          . Check to see if Published Reference is in SLAC/SPIRES HEP
            . If yes, check spelling of first author; if wrong produce WARNING
            . If no, produce missing from HEP warning
    
1.2.2.4 Produce Literature Search Report
        This report contains a list of all the newly entered information
        (Document ID, References, Particle Codes, Assignments, etc).  It
        is used for proofreading.  Go to 1.2.1.5.
        
1.2.2.5 Produce SLAC/SPIRES HEP Error Report
        This report contains a list of all the newly entered documents 
        which do not have a SLAC/SPIRES HEP record or which have
        wrongly spelled Author names.
         

What can go wrong?

Wrong Particle Code, Wrong Encoder Code -- Produce a Error Report List

1.2.2.6 Produce Assignment of Encoders/Particles Error Report

-------------------------------------------------------------------

1.2.3  Providing Hard Copies of Literature Search to
                    Encoders/Overseers; flag database

Main Success Scenario
  . Encoders/Overseers receive Hard copies of Assigned Papers
  . Database is flagged

Have on hand:
  . List of Overseers and/or Encoders requesting Hard copies
  . List of articles to be xeroxed or taken off www ordered by journal
    and marked with number of copies desired
  . List of articles sorted by journal and subsorted by encoder/overseer
  . Give papers to Overseer for Assignment Checking, Validity of Paper
  . Addresses of Overseers and Encoders

Things that can go wrong:
  . Article unavailable either in libary or on www -- flag in database
  . Wrong reference for article -- fix in database
  . Overseer checks hard copy, marks paper Empty -- update database,
    update Encoder list
  . Overseer checks hard copy, redirects to different Encoder,
    update database, update Encoder list
  . Overseer checks hard copy, redirects to different Overseer/Encoder,
    update database, update Encoder list
    

Actors
  Data Entry Person, Document Xeroxer, Overseer

    1.2.3.1  Xerox or obtain from WWW hard copy of Paper
    1.2.3.2  Overseer checks paper for correct Encoder Assignments
    1.2.3.3  Overseer can declares paper Empty
    1.2.3.4  Corrections, Updates are made in Database
    1.2.3.5  Encoder/Overseer vs Hard Copy List made
    1.2.3.6  Papers are distributed via snail mail
    1.2.3.7  Unfound papers are flagged in database

-------------------------------------------------------------------

1.2.4  Fixing Errors in Database

Main Success Scenario
  . Errors are fixed in the Database
  . Encoder/Overseer Assignments are changed
  . New Encoder/Overseer Lists are generated

Have on hand:
  . List of Errors from 1.2.2 and 1.2.3

Kinds of errors

Paper is in twice

Page number is wrong
Author's name is spelled wrong
Journal abbreviation is wrong
Wrong Particle Assignment
Wrong Class Assignment

    1.2.4.1  Fix Errors in Database
    1.2.4.2  Check fixed references against SLAC/SPIRES HEP
    1.2.4.3  Regenerate Encoder/Overseer Lists
    1.2.4.4  Inform Encoder/Overseers of changed assignments

-------------------------------------------------------------------

 1.2.5  Distributing Encoding Lists from Literature Search to
                    Encoders/Overseers

Main Success Scenario
  . Encoding Assignments are distributed to Overseers/Encoders
  . Encoding Assignments are posted on WWW
  . Encoding Assignments for all new papers are posted on WWW

Have on hand:
  . List of Email addresses for Overseers/Encoders
  . Chart of Overseers/Encoders vs Particles
  . Letter from PDG giving Encoding Schedule

Kinds of errors
    Wrong email address
 

1.2.5.1  Individual Files of New papers made for each Encoder/Overseer
1.2.5.2  Email is sent to Encoder/Overseer
1.2.5.3  Encoder/Overseer Responds, database is updated
1.2.5.4  Nagging email sent

-------------------------------------------------------------------

1.2.6  Update Encoding Status

Main Success Scenario
  . Encoding Status Current in Database

1.2.6.1  Email is sent to Encoder/Overseer, mark paper Assigned
1.2.6.2  Paper is marked Empty by Overseer
1.2.6.3  Data entered for Paper, marked done by system

-------------------------------------------------------------------

1.2.7  Renotify Encoders/Overseers for Undone Papers

At the end of the Encoding Season, we renotify  Overseers and Encoders
of all papers mark Assigned which have not been declared Emtpy or Done

This differs from 1.2.5 in that lists are produced in 1.2.5 for New Papers;
in this job list are produced for Assigned Papers

Have on hand
    Nagging Letter
    Email Addresses for Encoders/Overseers

What can go wrong
    Wrong Email Address
    Change in Overseer/Encoder teams

Main Success Scenario
  . Encoders/Overseers are reminded of their undone work

1.2.7.1  Can change Encoder/Overseer personnel
1.2.7.2  Individual Files of Undone papers made for each Encoder/Overseer
1.2.7.3  Email is sent to Encoder/Overseer
1.2.7.4  Encoder/Overseer Responds, database is updated

SubScenario

Encoder/Overseer assignments may be changed due to poor performance

-------------------------------------------------------------------

1.2.8  Determining Accuracy/Completeness of Literature Search

Main Success Scenario
  . Notify Literature Search Persons about Problems

1.2.8.1 Check for Papers Found by only one person
1.2.8.2 Check for Misassigned Particle Codes
1.2.8.3 Check for too many Empty Papers
1.2.8.4 Check for papers found by Overseers/Encoders and not Literature Searcher
1.2.8.5 Prepare Report
1.2.8.6 Communicate with Literature Searchers

Notes

Should only compare the papers from the same scans -- therefore need to
check the journal log

Cannot blame LS for Hot papers entered by Encoders/Overseers after deadline

-------------------------------------------------------------------