EPAC
EPS-AG
JACoW
JACoW
2005 Team meeting
Frascati Laboratory
14 to 18 November 2005
14-18 November 2005
JACoW 2005 Team Meeting
EPAC
EPS-AG
JACoW
Quality Assurance
relating to
Contributions to the Proceedings
Christine Petit-Jean-Genaz
EPAC Conferences Coordinator
SPMS Administrator
JACoW Secretary
14-18 November 2005
JACoW 2005 Team Meeting
EPAC
EPS-IGA
JACoW
Purpose
 To ascertain that each .pdf file processed by the Editors
in the first round of processing meets all criteria and can
be OK’d for electronic publication
 This activity may be carried out during or after the
conference
 This activity is preferably carried out when the Editors
are in possession of hard copies of contributions
provided by contributors for the purpose of comparing
the original with the processed version
14-18 November 2005
JACoW 2005 Team Meteting
EPAC
EPS-IGA
JACoW
OK for Publication …
 An OK for publication requires that a certain number of
database flags are set to green
– Contribution has been presented (only contributions
presented at the conference are published in the
proceedings - posters must be posted, manned, and
meet the quality criteria - manuscripts of
contributions to the proceedings are not considered
“posters”
– Electronic files meet publication criteria (see later)
14-18 November 2005
JACoW 2005 Team Meteting
EPAC
EPS-IGA
JACoW
OK for Publication
 If the QA is carried out during the conference, where a
“dotting board” provides the feedback to authors, the
dots assigned to the processed files must match the
result of the QA - I.e. if a previously green dotted
contribution does not pass QA, and it is re-set to yellow
or red in the database, the dot on the paper needs to be
changed so the paper can be re-filed, and the dotting
board updated
 Matt - does the system generate e-mails to contributors
on processing status - when papers are processed,
dotted, QA’d?
14-18 November 2005
JACoW 2005 Team Meteting
EPAC
EPS-IGA
JACoW
Editor’s Page / Paper
Final QA
 The QA Editor (Database rôle) selects a paper to QA from a pull
down menu and clicks “submit” - only green dot papers are
proposed (since red dot papers may be re-submitted)
 The following screen comprises:








The programme code and title of the contribution
The calculation field of co-authors
The name of the Editor who processed the paper
A pull down list to select an result:
– QA Complete - Paper OK
– QA Failed - Reassign paper to me
– QA Failed - Assign red dot (allows re-upload)
A pull down list containing a total number of pages - to be checked
A text box to enter comments
A link to download the .pdf file
The full log showing the “history” of the contribution
14-18 November 2005
JACoW 2005 Team Meteting
EPAC
EPS-IGA
JACoW
Example …
THPLT134
Beam Based Vacuum Measurement at the Fermilab Recycler Ring
Authors Martin Hu, Daniel Robert Broemmelsiek, Alexey Burov, John P.
Marriner, Sergei Nagaitsev, King Yuen Ng (Fermilab, Batavia, Illinois)
Editor Jan Chrin
Select an Action (Pull down list)
Total Pages (box with an editable digit)
Comments (Optional) (box for entering comments if necessary)
View PDF Submit File Upload - Links to retrieve the .pdf file
Paper Log …
14-18 November 2005
JACoW 2005 Team Meteting
EPAC
EPS-IGA
JACoW
Paper Log
Paper Log
 Edit Complete [Christine Petit-Jean-Genaz 22-JUL-04ﾊ16:47] qa'd paper and
moved title and author list up in pitstop. uploaded new .pdf.･
 File Uploaded [Christine Petit-Jean-Genaz 22-JUL-04ﾊ16:46] THPLT134.PDF
･
 Final QA Failed [Jan Chrin 22-JUL-04ﾊ16:46]･
 Paper Re-assigned [Jan Chrin 22-JUL-04ﾊ16:46]･
 Paper Re-assigned [Christine Petit-Jean-Genaz 22-JUL-04ﾊ16:46]･
 Final QA Passed [Christine Petit-Jean-Genaz 22-JUL-04ﾊ16:46] moved title
and author list up and will upload new .pdf.･
 Poster Police [Andreas Adelmann 09-JUL-04ﾊ08:43] Poster Posted, Poster
Manned, Poster Not Satisfactory, Picture Taken. paper copy, picture #46･
 Paper Copy Received [Sue Waller 08-JUL-04ﾊ16:46]･
 Edit Complete [Cathy Eyberger 08-JUL-04ﾊ14:05] Author needs to proofread
the paper; source was edited to remove Type 3 fonts. Paper was QA'd as a
yellow dotted paper. Original source file was edited but author did not
proofread the paper nor was an author copy of the paper provided.
14-18 November 2005
JACoW 2005 Team Meteting
EPAC
EPS-IGA
JACoW
QA Editor Actions
– Click on “View PDF” to download the file resulting from the
initial processing by the Editors
– Verification criteria are:
 The number of pages is the same as in the database
 The title is the same as in the database
 The list of authors and affiliations on the paper are the same as in the
database (optional)
– Submitting authors can (and do!) “forget” to ensure that the co-authors
and corresponding affiliations entered into the database at the time of
abstract submission still correspond to the final submission
– It is essential that this data be correct since it is used for the author index
and for the TOC calculation field (co-authors sorted by affiliation in
alphabetical order)
– Contacting submitting authors to create missing profiles is complicated and
can be time consuming - and thus this part of QA may be best left to one of
the last QA activities once all contributions are final …
14-18 November 2005
JACoW 2005 Team Meteting
EPAC
EPS-IGA
JACoW
QA Editor Actions
 All pages of the document display in less than 5 seconds and
without error
 Check the margins once more: should be 595 x 792 pt viewable in the bottom Acrobat toolbar
 Look carefully at the text and check equations and figures for
strange or bad fonts
 Compare the hard copy with the printed version produced from
the .pdf file
14-18 November 2005
JACoW 2005 Team Meteting
EPAC
EPS-IGA
JACoW
Result of Actions
 QA Complete - Paper OK
– The Editor Screen records QA Complete and the Editor can click on the
link QA Next paper to return to the QA Editor Screen and continue
 QA Failed - Reassign Paper to Me
– This option is used if the contribution requires further work that can be
executed by the QA Editor. The contribution is re-assigned to the QA
Editor who may then return to the Editors’ Page and select the .ps, word or
.pdf files to correct errors, and then re-select for Final QA
 QA Failed - Assign A Red Dot
– This option is used if the contribution does not meet criteria and the author
should re-submit the contribution (only possible with a red dot). The
author needs to be informed via e-mail and paper and the dotting board (if
used) updated
14-18 November 2005
JACoW 2005 Team Meteting