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Life Cycle of JACoW Tools, SPMS Instance and Publication to JACoW.org

Speaker: Ronny Billen (CERN)

This is the full powerpoint presentation, the context and essentials are extracted below.

The presentation also includes details and statistics over the 2020-2021 period, namely:

  • Listed new SPMS conference instances at the different RSCs
  • Main categories of SPMS (database related) incidents and problems
  • Listed new conference proceedings, including number of papers, talks and posters
  • Issues related to the publications, mainly with respect to the JACoW Search Engine

JACoW Tools

SPMS - Scientific Program Management System

Central Repository - Master copy of the data (persons, profiles,...)
Conference Instance - Conference specific data (contributions, attendees,...)
Web-deployed interface - role-based access to interactions with the data
Underlying Oracle RDBMS, hosted at three Regional Support Centers

File server for conference contributions

Hosted at PSI for the EMEA region (Guru = Jan Chrin)

Conference Proceedings Web-Publishing

Files: PDF papers, html links, photos,... generated per conference its the Editor
Hosted at CERN and KEK
Dedicated JACoW search engine at CERN

JACoW.org website

Web access to published Conference Proceedings
Everything you wanted to know about JACoW
Hosted at Elettra (Guru = Stefano Deiuri)

Lifetime of an SPMS Instance for a Conference

Creation after formal acceptance of Terms and Conditions

Creation of dedicated Oracle database account
Creation of database objects (latest SPMS version from SourceFourge)
Creation of web accessibility (Database Access Descriptors)
Initial configuration (title, dates, logo, coordinator email, email server,...)
Hand over SPMS administration to conference coordinator

During the period of exploitation

Access via web interfaces for Administrator and Users
Automatic synchronization with central repository
Assistance from Regional Support Center and experts

After the conference

Conference proceedings generation, including a DOI per paper
Repatriation: upload essential data into the Central Repository
Disable synchronization jobs; disable public access to the SPMS Conference instance

Support Activities at the Regional Support Center (RSC) - The back-office

SPMS Hosting and Database Administration

Initial deployment of each SPMS instance for each conference in the Region
-> Download latest source code on SourceForge
Maintain operational functionality until (at least) proceedings publication
-> Provide first-line technical support for SPMS questions, problems and announcements
-> Ensure connectivity between central repository and (remote) instances
-> usually requiring 2nd and 3rd line support from IT services
Interact and communicate with other SPMS DBAs at RSCs

One RSC per Region

EMEA Region - Hosted at CERN, managed by Ronny Billen
-> Also the Central Repository
Asia-Pacific Region - Hosted at KEK, managed by Takashi Kosuge
Americas - was hosted at FNAL, managed by Matt Arena - discontinued since March 2020 and migrated to KEK
-> Matt was also main developer, debugger, bug fixer, guru, only person with access to all SPMS instances

SPMS Status board of Conference instances

Conference Proceedings Publishing

Proceedings Generation by Conference Editor

Following step-by-step the proceedings generation scripts gives the right result
The Editor sends the zip file to Ronny Billen

QA workflow for publication on JACoW.org

Unzip on local desktop, check the generated site
-> No external links, metadata in pdf files, DOIs correct,...
-> Iterate with the Editor until no mistakes are found
Copy files on server at CERN
Inform Kazuro Furukawa to copy the files on the server at KEK
Update metadata & news on jacow.org on server @Elettra

Provide technical support

questions, issues and problems
-> mainly on search, find and to-be-corrected papers