Support Activities for SPMS Database Administration
Learn about the role of Regional Support Centers in setting up and managing SPMS instances for conferences, handling technical support, ensuring data synchronization, and publishing conference proceedings. Get insights into the lifecycle of an SPMS instance and the tasks involved in its creation, operation, and post-conference steps.
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Joint Accelerator Conferences Website Life Cycle of JACoW Tools, SPMS Instances & Publication to JACoW.org Ronny Billen JACoW SPMS Regional Manager EMEA JACoW Conference Proceedings Web-Publisher - EMEA JACoW Team Meeting, Trieste, 14-17 December 2021
Outline Support Activities of Regional Support Centers (RSC) The back-office SPMS Database Scientific Program Management System Web-publishing Conference Proceedings Publishing SPMS support activities What are we doing? Lifetime of an SPMS Instance for a Conference SPMS Support: Instantiations since last Team Meeting SPMS Incidents and Problems JACoW Publications The end result A Reminder and Current Status Support issues Conclusions R. Billen JACoW Tools, SPMS & Publications 2 15 Dec 2021
Support Activities of an RSC SPMS Database Administrator @CERN, @KEK, (& formerly @FNAL) Setup SPMS database instances for each conference, hosted by the Regional Support Centre requiring Oracle DBA actions The starting point Provide first-line technical support for SPMS questions, issues and problems usually requiring 2nd and 3rd line support from IT experts Ensure connectivity and data synchronization between the central repository @CERN and the individual active conferences Interact and communicate with other SPMS DBAs at RSCs JACoW Conference Proceedings Web-Publisher - @CERN, @KEK Receive, Check and Publish Conference Proceedings on JACoW The end result Files from the conference editor on server @CERN and @KEK, final quality check Update metadata & news on jacow.org on server @Elettra Provide technical support for website questions, issues and problems (mainly on search, find and to-be-corrected papers) R. Billen JACoW Tools, SPMS & Publications 3 15 Dec 2021
Lifetime of an SPMS Instance for a Conference Creation after formal acceptance of Terms and Conditions Creation of dedicated database account on JACoW-Database Creation of database objects (latest SPMS version from SourceForge) Creation of web accessibility (Database Access Descriptors) Initial configuration (title, dates, logo, admin roles, ) 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 Feature requests (and bug reports) via tickets on SourceForge After the conference Conference proceedings generation Repatriation: upload essential data; library data extraction to Inspire Disable synchronization jobs; disable access to normal users R. Billen JACoW Tools, SPMS & Publications 4 15 Dec 2021
SPMS Support: Instantiations during 2020 Deployment Conference Start Version Patched to Sync. SPMS hosting 2-Mar-2020 PCaPAC-2021 11.1.12 RSC EMEA Deployment Conference Start Version Patched to Sync. SPMS hosting IBIC-2021 11.1.12 RSC Asia ICALEPCS-2021 11.1.12 RSC Asia IPAC-2022 11.1.12 RSC Asia Migrated Conference From To 1-May-2020 SFR-2020 RSC North-America RSC Asia 13-May-2020 IBIC-2020 RSC North-America RSC Asia 13-May-2020 ECRIS-2020 RSC North-America RSC Asia 13-May-2020 MEDSI-2020 RSC North-America RSC Asia R. Billen 13-May-2020 IPAC-2021 RSC North-America RSC Asia 13-May-2020 IBIC-2021 RSC North-America RSC Asia 21-May-2020 HB-2020 RSC North-America RSC Asia 21-May-2020 EBIST-2020 RSC North-America RSC Asia RSC EMEA RSC North-America RSC Asia hosted at CERN hosted at FNAL hosted at KEK managed by Ronny Billen managed by Matt Arena managed by Takashi Kosuge JACoW Tools, SPMS & Publications 5 15 Dec 2021
SPMS Support: Instantiations during 2021 Start Version 11.1.12 Deployment Conference Patched to Sync. SPMS hosting 25-Mar-2021 RuPAC-2021 RSC EMEA 28-Apr-2021 LINAC-2022 11.1.12 RSC EMEA 12-May-2021 FLS-2022 11.1.14 RSC EMEA 26-Jun-2021 COOL-2021 11.1.14 RSC EMEA 08-Jul-2021 IPAC-2023 11.1.14 RSC EMEA 13-Jul-2021 HIAT-2022 11.1.14 RSC EMEA 22-Sep-2021 FEL-2022 11.1.14 RSC EMEA 18-Oct-2021 IBIC-2022 11.1.14 RSC EMEA Start Version 11.1.15 Deployment Conference Patched to Sync. SPMS hosting R. Billen Nov-2021 NAPAC-2022 RSC Asia RSC EMEA RSC Asia & Americas hosted at CERN managed by Ronny Billen hosted at KEK managed by Takashi Kosuge JACoW Tools, SPMS & Publications 6 15 Dec 2021
SPMS instances - status board https://oraweb.cern.ch/pls/jacow/conf_list.html - accessible to everybody! Synchronisation tag Synchronized ! Past conferences, Synchronization can be stopped ! R. Billen Past Conference Repatriated ! JACoW Tools, SPMS & Publications 7 15 Dec 2021
SPMS Incident Categories during 2020-2021 Migration of all SPMS instances and archives from FNAL to KEK (March-May 2020) De-support of RSC-Americas @FNAL on 12-Mar-2020 Establish migration strategy to RSC-Asia @KEK Sequenced migration of active instances, 8 hours downtime per instance Some subsequent issues debugged: synchronization, browser-dependent security settings Connection & data synchronization problems After hardware/database upgrades 2-3 times per year Can take up to two weeks to get to the bottom of the problem Obsolescence of essential database code following database upgrade (May 2021) Database jobs for data synchronization, e-mail sending, Original (and only) developer Matt Arena @FNAL fortunately rewrote the code Operational (Expert) Support for SPMS very uncertain Problem finding, bug fixing and development work remain necessary, expertise missing Repatriation for past 2020-2021 conferences still to be done R. Billen JACoW Tools, SPMS & Publications 8 15 Dec 2021
JACoW Publications The end result JACoW s Mission = Publishing Conference Proceedings Currently 231 conferences published; 70 000+ papers 11 proceedings since the 2019 Team Meeting C.Series ABDW APAC BIW COOL Cyclotrons DIPAC ECRIS EPAC FEL HIAT IBIC ICALEPCS ICAP IPAC LINAC MEDSI NA-PAC PAC PCaPAC RuPAC SAP SRF Grand Total Count of Conferences C.Series ABDW APAC BIW COOL Cyclotrons DIPAC ECRIS EPAC FEL HIAT IBIC ICALEPCS ICAP IPAC LINAC MEDSI NA-PAC PAC PCaPAC RuPAC SAP SRF Grand Total Sum of Number of papers C. Series ABDW APAC BIW COOL Cyclotrons DIPAC ECRIS EPAC FEL HIAT IBIC ICALEPCS ICAP IPAC LINAC MEDSI NA-PAC PAC PCaPAC RuPAC SAP SRF Grand Total Sum of Number of talks C. Series ABDW APAC BIW COOL Cyclotrons DIPAC ECRIS EPAC FEL HIAT IBIC ICALEPCS ICAP IPAC LINAC MEDSI NA-PAC PAC PCaPAC RuPAC SAP SRF Grand Total Sum of Number of Posters 21 4 3 7 21 7 6 11 14 4 10 11 5 12 29 3 3 24 6 9 2 19 231 1,301 1,076 281 291 2,709 768 311 9,074 2,654 273 1,514 3,393 360 14,609 5,672 344 1,112 19,316 455 1,481 1,273 28 68 66 240 274 77 193 294 605 183 346 816 263 51 24 54 53 64 88 14 592 1,258 8 R. Billen 1,019 416 125 388 556 214 400 400 188 193 120 176 59 93 2,961 70,048 457 337 8,273 3,707 JACoW Tools, SPMS & Publications 9 15 Dec 2021
JACoW Publications 2020-2021 Publication Date Conference Papers (count) Talks (count) Posters (count) Photos (MB) Total (MB) Problems, Issues, Comments 30-Jun-2020 Cyclotrons-2019 99 52 28 52 1014 VS perfect; 13-Jul-2020 IBIC-2019 158 41 53 4 1249 VS perfect; 13-Jul-2020 ERL-2019 39 56 4 0 700 VS perfect; 14-Oct-2020 ICALEPCS-2019 358 125 172 110 2970 VS perfect; datacite.org metadata v4 16-Dec-2020 NA-PAC-2019 270 128 53 0 2417 VS almost perfect, missing icon file 18-Dec-2020 IBIC-2020 70 27 86 3215 3779 VS videos included, 85% of total size 13-Sep-2021 IPAC-2021 1246 10 386 0 4055 VS no videos; 2nd iteration with keeppdfinfo for CERN search engine; 3rd round for names with apostrophes 22-Oct-2021 RuPAC-2021 139 57 16 0 844 MK DOI registration correction (VS) and minor updates of 2 files 15-Nov-2021 IBIC-2021 112 28 98 1369 2041 VS perfect; R. Billen 18-Nov-2021 MEDSI-2020 103 34 70 1312 1889 VS perfect; 1 paper update 07-Dec-2021 IPAC-2020 19 0 0 0 60 VS almost perfect; videos on vimeo.com VS : Proceedings submitted by Volker Schaa to Ronny Billen (CERN server) & Kazuro Furukawa (KEK server) MK : Proceedings submitted by Maksim Kuzin JACoW Tools, SPMS & Publications 10 15 Dec 2021
Conclusions (2020-2021) SPMS Support for 21 world-wide live conference instances hosted at the RSCs Only two RSC s since May 2020: EMEA @ CERN, Asia & Americas @KEK Occasional incidents requiring support, including IT services All blocking issues require corrective maintenance and development unofficially provided by the sole expert This unsustainable situation is addressed by the SPMS-Indico project, in due time Publications 11 additional conferences published Relatively smooth procedure, mainly executed by the author Volker Schaa Dedicated JACoW Search Engine obsolete, to be adapted in 2022 Proceedings generation will need to be fully reworked in the future Indico environment Eventually, former proceedings will have to be re-generated to the newest requirements (metadata, DOIs, ) R. Billen JACoW Tools, SPMS & Publications 11 15 Dec 2021
