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Brief Overview of Current Working Groups and Reports

Speaker: Ivan Andrian (ELETTRA)

Reference Search and Cat Scan Tool WG

Feature requests

The feature requests need to be collated in one place, discussed, quoted and prioritised. GitHub and Wiki where suggested as options.

So far these are:

CatScan

1. Formatting on references causes issues when there is a column break for multiple references.
2. LaTeX support
3. New line in titles causing issues
4. Batch uploads / multiple documents checked at once

Reference Search

1. Create DOIs for old conferences, or fix URLs
2. A bug with Uppercase “And” causing issues with author search
3. Author search, if you are searching by author, those resolves should appear firstWord output – font into, to ensure the correct font is copy-pasted into word
4. Abbreviated form chosen by default – Jan disagreed
5. Unpublished, a flag should be allowed in the import to allow unpublished papers to be uploaded
6. Conference search should be improved to handle more variations

Process & Limitation

It was suggested that CatScan tool should be integrated in the upload process but only to provide feedback and should not prevent submissions.

Concerns were raised that a false positive, may reduce attention to detail from editors, and false negatives may frustrate authors.

Non-JACoW references are often of lower quality than the references from the reference tool. A decision should be made if non-JACoW references should be added to the search, or if another approach is required.

Initially it was discussed whether URLs to the PDFs should be included on the reference tool, but it was highlighted that the DOI is essentially a URL. So that could be used instead. The DOI in the reference should not be hyperlinked but it can be added to the metadata below. It was also highlighted that some of the older conferences do not have DOIs so they might need to be added to previous conferences.

It was discussed that authors should use the catscan tool as it provides education. Automatic reports or better communication, need to be incorporated throughout the process. Perhaps editors should only run the paper through the catscan tool at the end to proof check there edits.

Education

It was clear when authors were using the catscan and reference tool as the quality of their submitted work was much better. Feedback should be provided to users who are not using the tool to encourage them to use them.

A link to the catscan tool should be provided on the SPMS upload page briefing them on how to use the tool. It is important to provide a demo, or a tutorial as knowledge that the tool exists is not enough to get them to use it.

It was considered that a cash prize if your paper was green lighted straight away may grab their attention, but it was infeasible to get approval for IPAC19. This option should be considered for future conferences.

Integration with SPMS uploads so if the paper is red dotted to provide the opportunity to allow the author to fix issues before it goes editors.

Future, Sustainability & Evolution

Licensing fees for COTS (Commercial Off-The-Shelf) have traditionally paid for per conference. Bespoke JACoW specific software has typically been supported by the individuals who created them out of their own free time. This has typically created SPOFs (single points of failure) and may not feasible for ANSTO so a new model is needed going forward.

It can be difficult to get funding approved for ‘optional’ or ‘good will’ funds, especially if it’s only improvements to existing software.

As JACoW templates and reference style guides change, changes will be required to the catscan and reference search tool for them to continue to provide value.

It was highlighted that while it may be possible to hire contractors per conference to contribute to the code, a significant amount of time would be required to catch up new resources on the tools, and may be more expensive than getting a regular company (such as ANSTO) to provide regular improvements.

Action Items

• Josh to discuss with Charlie if the feature list should exist on the wiki or on github
• Josh to find out if it is feasible for ANSTO to receive external funds, to fund further development.
• Ivan to provide a suggestion of 2 subdomains for catscan and reference search to Josh.

Strategies for software development WG

IT Setup WG review

• Windows 10 in trial mode
  • watermark "not activated" but works
  • should work with Proceedings Office setup (workgroup)
  • could not be legal (investigation needed)

• Acrobat DC
  • "buy" licenses and then pass them to other conferences
  • JACoW to facilitate the dialogue and communication between conferences takingplace in a year
    • Each year's IPAC IT person should follow this
    • Keep communication with Ivan
• PitStop
  • Need to investigate in the legal terms for latest versions

IT integration WG (was: IT setup WG)

• Ivan
• Natalia (Indico)
• Johan*
• Stefano
• Josh
• Raphael*
• Volker (JPSP NG)
• Gustavo

• file upload automatic checkings
  • also JPSP @ editing time
• web services for Indico development

Process diagram of JACoW IT infrastructure

• "Ask the expert" timeslot Dec 5
  • Ronny
  • Ivan
  • Josh
  • Volker
  • Natalia
  • Stefano

Some functional diagrams of the "systems" were drew.

Josh will take care of digitalising them.

JACoW Template WG

Gareth de Villiers, Volker RW Schaa, Regis Neuenschwander, Ivan Andrian, Akihiro Shirakawa, Jan Chrin

It was acknowledged by the WG that the current template, although neat in presentation, could be made the better by adopting recent publishing standards. One area that is immediately apparent for change is in the title and author/listing.

Here the publishing standard is to use sentence case for titles, which is of particular relevance in our field to avoid ambiguity in rendering many of the “immutable” words that manifest themselves in titles:

“A 2 GeV linear accelerator for SPRing-8 and KEKB”

Instead of

“A 2 GeV LINEAR ACCELERATOR FOR SPRing-8 AND KEKB”

Authors are to be listed sequentially in one block, with superscripts to indicate institutes. This too is particularly appropriate to our field where several authors have multiple institutes.

Sentence case will be permitted for table captions.

We also have the go ahead from CERN to provide hyperlinks to DOIs (thanks to Ronny for verifying this with CERN IT).

The inclusion in the template of a section entitled “Author Contribution” (cf. Nature Physics) that outlined the contributions of the individual authors was discussed, as requested by a JACoW delegate. The request was denied, although the decision to do so was not unanimous.

The exact format of the author/institute listing is to be worked out and it will be presented to the collaboration and stakeholders for approval at IPAC’20. The actual changes to the template will be made in coordination with the Cat Scan developers, towards the end of 1920 (...2020) (after the year’s conferences have occurred).