Managing Complex Document Processes for African Light Source Project

CDR process See CDR Process https://www.africanlightsource.org/afls-roadmap-cdr/ Approximate Numbers 5 Editors 7 Volumes 15 Lead Authors 100 Authors Very Complex Document Needs Management Tools 1. AfLS Website (process summary) 2. Twiki Site https://twiki.cern.ch/twiki/bin/view/AfricanLightSource 1. Communication within group 2. Broadening the footprint of Authors, LoI Participants 3. Communication to Public, policy makers 3. E-Groups https://e-groups.cern.ch/e-groups/EgroupsSearch.do 1. Add in search for AfLS 2. Auto-subscribe 3. Communicate at many levels 4. Basis of credentials to edit the Twiki 4. 3 Writing Streams 1. Word methods 1 and 2 1. See below .. 2. Latex and Github 1. See Training in next slides and in the course of the meeting 1 11 Oct 2021 CDR process - AfLS Town Hall

CDR Process Process Summary 1. Volume / Chapter / Section Lead Authors and also Section Authors. 1. Still recruiting 2. Town Hall Meeting 1. Solicit Letters of Interest (LoI) from Individuals and Organisations from the widest footprint in Africa, the Diaspora and Friends of Africa. 3. Chapter or Volume meetings as appropriate. 1. Presentations from the Authors of the LoI. 2. Arrange LoI Authors in Groups to write White Papers. 4. Publish White Papers in peer reviewed African Science Journal. 5. Lead Authors and Authors for Volumes / Chapters / Sections draft CDR by sections based on the White Papers. 1. Lead Authors for Volumes / Chapters / Sections also draft independently. 6. Lead Authors of Volumes and Editor finalise the CDR Volumes in a residential Advanced Study Institute model. 2 11 Oct 2021 CDR process - AfLS Town Hall

CDR Process Technical Instructions for Editors, Sub-Editors, Lead Authors, Authors, Convenors 1. You just log in to the Twiki (Top left corner). 1. If you don't have a CERN Account or a CERN Light Account, proceed as in these instructions CERN_Light_Account_Instructions. 2. Self-subscribe to the e-group list E-group_Auto_Subscribe 2. Keep the Volume / Chapter / Section for your work up-to-date. 1. Here are simple instructions for editing the Twiki EditTheTwiki 3 11 Oct 2021 CDR process - AfLS Town Hall

CDR Process Document submission process Simplest way: Absolutely however the author wanted. Word. Text, Handwriting, whatever, sent by mail to Sekazi and Volume Editor. This allows people who only want to contribute but not to do any housekeeping or editing to submit. Next Simplest Way: Author places their Word doc in the AfLS - CDR folder tree, on the Google drive. https://drive.google.com/drive/folders/16KifoaKZajEqsOD4BFnLyylqC6OPpV9_?usp=sharing This tree with has subfolders for Volumes, and then for Chapters, and then also for Sections where that makes sense and the sections are long. Authors to put their contribution in the correct subfolder They must name their word document contribution carefully titled : Volume#_Chapter#_Section#_FirstName_LastName_version# (replacing # with a number) The author enters their name in RED in the Master Outline in the Volume#_Chapter#_Section# where they want to contribute The author triggers a Ticket (ticket goes to Volume Editor and Editor for signoff, then to Technical Team for insertion to the MasterLatex on Github) Responsible Author / Editor way Use the described LaTeX and GitHub mechanism below The author enters their name in RED in the Master Outline in the Volume#_Chapter#_Section# where they want to contribute Issue a Merge Request when you push to the repo, it goes to the Volume Editor and Editor for Sign-off and merging merge to keep the version on GitHub up-to-date 4 11 Oct 2021 CDR process - AfLS Town Hall

CDR Process Document submission process Technical Team : Word > LaTex + GitHub The Editor, Volume Editors and some Chapter Editors will harvest documents from the Google Drive Folder tree in Word, based on Ticket Processing Convert such documents to LaTeX and add to the AfLS-CDR Github repository Issue a Merge Request when you push to the repo, it goes to the Volume Editor and Editor for Sign-off and merging After the Technical Team move the WordDocs to Latex and Push to GitHUb, they also move the Word Document into the Google Drive Folder to a sub-folder therein called Archive . Also, they change the RED document author name text in the Master Word Document to GREEN, so the author knows their work was processed and incorporated. Auto-Processing by GitHub GitHub will apply credential base authorisation on roles Appropriate Volume Editor (at least one) signing off to approve a Merge when a merge request is triggered Editor is 2nd Approver and performs the merge Those with credentials (via their GitHub account and Approval) can push to the repo and trigger a merge request The GitHub repo will perform a document build at each merge to keep the version on GitHub up-to- date 5 11 Oct 2021 CDR process - AfLS Town Hall

CDR Process Get yourself a Github account send mail to afls-cdr@cern.ch, . receive invitation . Clone the repo 6 11 Oct 2021 CDR process - AfLS Town Hall

CDR Process Get yourself a Github account send mail to afls-cdr@cern.ch, . receive invitation . Clone the repo 7 11 Oct 2021 CDR process - AfLS Town Hall