JCL

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====== TPDL2018 ======

  * Help: [[https://easychair.org/help/?a=16560272|EasyChair: Contents]]
  * FAQ: [[https://easychair.org/faq.cgi|EasyChair: Frequently Asked Questions]]

**Note**: (some of) The URLs generated by EasyChair are unique to one user, so you can not share them with another user.

===== - General =====

//Not easychair things.//

==== - Conference Web pages ====

  * <todo #td:2018-01-19>Create Conference Web pages</todo> (@TiagoDevesas using Wordpress)
  * Conference site: http://www.tpdl.eu/tpdl2018/

==== - Create conference Gantt ====

  * <todo #jlopes:2018-02-22>Tasks</todo>: [[https://www.officetimeline.com/gantt-chart-google-docs#how-to|Conferences schedule HELP]]
  * <todo #jlopes:2018-04-10>Milestones</todo>: [[https://www.officetimeline.com/gantt-chart-google-docs#google-docs-into-powerpoint|PowerPoint chart HELP]]
  * TPDL_DCMI_gantt: [[https://docs.google.com/spreadsheets/d/1NJgqMdxGTObJpBxvEfZOiAA0v-dzgEb-jquDRML_Mfs/|Drive spreadsheet]]

===== - EasyChair =====

//There is a conference management system called **[[https://www.easychair.org/|EasyChair]]** which many of the academic conferences use to manage the submission to the conference, the reviewing of the submissions, and the selection of the papers to be included.  It is tried and true, but it has one of the worst user interfaces you are likely to ever experience.  This post is the result of my struggle to get it set up for an event.//
Agile Software Craftsmanship, [[https://agiletribe.wordpress.com/2014/01/25/not-so-easychair-hints/|Not-So-EasyChair Hints]], jan 2014

//Since our installation of EasyChair only supports uploading one paper with .pdf extension, please add the .pdf extension to the .zip file before uploading it.// JCL, MCR, //Camera-ready submission instructions//, jun 2018 :!: Better use the "Proceedings"!

  * Easychair & conference workflow; [[https://easychair.org/conferences/workflow.cgi?a=16560272|Admin > Workflow]]

==== - Apply for a new conference ====

  * <todo #jlopes:2017-10-02>free license</todo> [[https://easychair.org/conferences/request_apply.cgi?a=14578308|EasyChair > Apply for a new conference installation]]
  * free license includes Springer LNCS proceedings, does not include helpdesk: [[https://easychair.org/licenses.cgi|licenses]]

==== - Initiate the conference ====

  * <todo #jlopes:2017-10-25>apply for using registration</todo>
  * Login page: https://easychair.org/conferences/?conf=tpdl2018

==== - Initial settings ====

  * acronym: TPDL2018
  * <todo #jlopes:2017-10-25>config easychair</todo> [[https://easychair.org/conferences/configure_conference.cgi?a=16560272;val=1|Admin > Configure]]
  * <todo #jlopes:2018-01-02>EasyChair and forwarding email addresses</todo> <tpdl2018@easychair.org> -> jlopes@fe.up.pt, mcr@fe.up.pt
  * <todo #jlopes:2018-01-02>Contact email addresses</todo> <tpdl2018@googlegroups.com>
  * <todo #jlopes:2018-04-10>signature for letters</todo> ✘
  * <todo #jlopes:2018-01-02>TPDL 2017: Support > Conference Data Download</todo> ✘

==== - Create a demo version ====

  * <todo #jlopes:2017-10-25>create demo</todo>[[https://easychair.org/conferences/demo.cgi?a=16560272|Admin > Demo version]]
  * https://easychair.org/conferences/demo.cgi?a=16560272

==== - Keynote speakers ====

  * <todo #jlopes:2018-02-21>Send invites</todo>
  * <todo #jlopes:2018-04-10>Add invited</todo> to the conference Web pages

==== - Program committee members ====

  * <todo #jlopes:2018-02-21>Add members</todo> [[https://easychair.org/conferences/pcmember_add.cgi?a=16560272|PC -> Add New PC Members]] [[https://easychair.org/help/pc_invite?a=16560272|HELP]]
  * <todo #jlopes:2018-02-21>Send invite</todo> [[https://easychair.org/conferences/pc_email.cgi?a=16560272|PC -> Send Email to PC Members]]
  * PC status: [[https://easychair.org/conferences/pcinvite_status.cgi?a=16560272|PC -> Invitations to PC]]
  * <todo #jlopes:2018-02-21>Add your program committee list</todo> to the conference Web pages

==== - Call for papers ====

  * <todo#jlopes:2018-01-02>Add CFP</todo> [[https://easychair.org/conferences/admin.cgi?a=16560272|CFP]]
  * <todo#jlopes:2018-01-02>config and add 4 topics</todo> [[https://easychair.org/cfp/edit.cgi?a=17075855|(CFP) Edit]]
  * <todo#jlopes:2018-01-19>Publish CFP</todo> [[https://easychair.org/cfp/publish.cgi?a=17075855|(CFP) Publish]]
  * <todo#mcr:2018-01-19>Send out call for papers by email</todo>
  * https://easychair.org/cfp/TPDL2018

==== - Submissions ====

  * Conference Settings Overview: [[https://easychair.org/conferences/configure_view.cgi?a=16560272|Admin > Configure > Overview settings]]
  * <todo #jlopes:2018-01-02>pre-submission of abstracts allowed?</todo> ✘
  * <todo #jlopes:2018-01-25>Submission topics</todo> [[https://easychair.org/conferences/configure_conference.cgi?a=16560272;val=1|Admin > Configure > Submission form]]
  * <todo #jlopes:2018-01-25>Configure submission form</todo> [[https://easychair.org/conferences/configure_conference.cgi?a=16560272;val=1|Admin > Configure > Submission form]] [[https://easychair.org/help/submission_form_edit?a=16560272|HELP]]
  * <todo #jlopes:2018-04-10>Add submission instructions</todo> to your conference Web pages
  * <todo #jlopes:2018-04-10>Configure rules for access</todo> of your PC to submissions [[https://easychair.org/conferences/configure_conference.cgi?a=16560272;val=1|Admin > Configure > Access to submissions]]
  * <todo #jlopes:2018-04-10>Configure settings</todo> of senior PC members [[https://easychair.org/conferences/configure_conference.cgi?a=16560272;val=1|Admin > Configure > Settings for senior PC members]]
  * <todo #jlopes:2018-01-25>Open the submission page</todo> (<del>08/02/2018</del> 15/02/2018) [[https://easychair.org/conferences/configure_conference.cgi?a=16560272;val=1|Admin > Configure > Paper submission]]
  * Submission deletion: [[https://easychair.org/conferences/submission_delete.cgi?a=16560272|Submissions > Delete submission(s)]]
  * Email to authors: [[https://easychair.org/conferences/author_email.cgi?a=16560272|Submissions > Email to Authors]]
  * TPDL2018 List of Submissions: [[https://easychair.org/conferences/submission_show_all.cgi?a=16560272|Submissions]]

==== - Reviewing ====

  * <todo #jlopes:2018-04-10>EasyChair forwarding email addresses</todo> tpdl2018@easychair.org -> jlopes@fe.up.pt, mcr@fe.up.pt, emendez@bib.uc3m.es, fabio.crestani@usi.ch
  * <todo #jlopes:2018-04-10>Choose your reviewing model</todo> [[https://easychair.org/conferences/configure_conference.cgi?a=16560272;val=1|Admin > Configure > Reviewing]]
  * <todo #mcr:2018-04-16>Close the submission page</todo> (<del>08/04/2018</del> 16/04/2018) [[https://easychair.org/conferences/configure_conference.cgi?a=16560272|Admin > Configure > Paper submission]]
  * <todo #mcr:2018-04-16>Send email to reviewers</todo> without topics (ASAP) [[https://easychair.org/conferences/pc_email.cgi?notopic=1;a=16560272|PC > Topics > Email PC members with no topics]] 
  * <todo #mcr:2018-04-16>Open paper bidding</todo> when all submissions arrived (16/04/2018)[[https://easychair.org/conferences/configure_conference.cgi?a=16560272;val=1|Admin > Configure > Paper bidding and assignment]] (enabled = "on")
  * View paper bidding: [[https://easychair.org/conferences/selection_all.cgi?a=16560272|View bids]]
  * <todo #jlopes:2018-04-23>Find conflicts of interest</todo> [[https://easychair.org/conferences/conflict_find.cgi?a=16560272|PC > View PC > Find conflicts]] OR [[https://easychair.org/conferences/conflict_find.cgi?a=16560272|Assignment > Automatic Assignment> Potential Conflicts]]
  * <todo #jlopes:2018-04-23>Review the PC conflicts</todo> [[https://easychair.org/conferences/conflict.cgi?a=16560272|PC > View PC]]
  * <todo #jlopes:2018-04-18>Send email on paper bidding</todo> not yet done [[https://easychair.org/conferences/selection_remind.cgi?a=16560272;track=201019|Assignment > Automatic Assignment > "send reminder..."]] 
  * <todo #jlopes:2018-04-23>Close paper bidding</todo>  [[https://easychair.org/conferences/configure_conference.cgi?a=16560272;val=1|Admin > Configure > Paper bidding and assignment]] (enabled = "off")
  * <del>Enter bids for reviewers without biddings [[https://easychair.org/conferences/selection_for.cgi?track=201019;a=16560272|Assignment > Automatic Assignment > "enter bids for these..."]]</del>  ✘
  * <todo #jlopes:2018-04-23>Set assignment exceptions</todo> for PC Members [[https://easychair.org/conferences/assignment_vip.cgi?a=16560272|Assignment > Individual Assignment Bounds for PC Members]]
  * <todo #jlopes:2018-04-23>Assign submissions</todo> to your program committee for reviewing [[https://easychair.org/conferences/assignment.cgi?a=16560272|Assignment > Automatic Assignment]] [[https://easychair.org/help/paper_assignment?a=16560272|HELP]]
  * <todo #jlopes:2018-05-02>Tune the assignment</todo> to PC members [[https://easychair.org/conferences/assignment.cgi?a=16560272|Assignment > Interactive Assignment]] [[https://easychair.org/help/interactive_paper_assignment?a=16560272|HELP]]
  * <todo #jlopes:2018-04-11>Edit the review form</todo> [[https://easychair.org/conferences/configure_conference.cgi?a=16560272|Admin > Configure > Reviewing]]
  * <todo #jlopes:2018-04-23>Configure reviewing-related options</todo> [[https://easychair.org/conferences/configure_conference.cgi?a=16560272|Admin > Configure > Reviewing]]
  * <todo #jlopes:2018-05-02>Start reviewing</todo> (<del>09/04/2018</del> 28/04/2018)[[https://easychair.org/conferences/configure_conference.cgi?a=16560272|Admin > Configure > Reviewing]] (enter reviews = "yes")
  * <todo #jlopes:2018-05-02>Notify PC Members</todo> [[https://easychair.org/conferences/assignment_notification.cgi?a=16560272|Assignment > Send to PC]]
  * <todo #jlopes:2018-05-02>Notify Senior PC Members</todo> [[https://easychair.org/conferences/assignment_notification.cgi?a=16560272|Assignment > Send to PC]]
  * Current Status of Reviewing: [[https://easychair.org/conferences/status.cgi?a=16560272|Status]]
  * <todo #jlopes:2018-06-05>Notify Missing Reviews and Metareviews</todo> [[https://easychair.org/conferences/review_missing.cgi?a=16560272|Reviews > Missing reviews]]
  * <todo #jlopes:2018-06-07>Close reviewing</todo> [[https://easychair.org/conferences/configure_conference.cgi?a=16560272|Admin > Configure > Reviewing]] (enter reviews = "no")
  * <todo #jlopes:2018-07-04>Send the PC a thank you email</todo> [[https://easychair.org/conferences/pc_email.cgi?a=16560272|Email > Email to PC]]

==== - Paper selection ====

  * Conference Statistics: [[https://easychair.org/conferences/submission_accepted.cgi?a=16560272|Admin > Statistics]]
  * <todo #jlopes:2018-06-05>Edit config decisions</todo> [[https://easychair.org/conferences/configure_conference.cgi?a=16560272|Admin > Configure > Reviewing]]
  * <todo #jlopes:2018-06-05>Change decisions</todo> [[https://easychair.org/conferences/status.cgi?a=16560272|Status > Current Status of Reviewing > Change decisions]]
  * <todo #jlopes:2018-06-05>Program committee discussion</todo>
  * <del>Open the review response (rebuttal) phase [[https://easychair.org/conferences/configure_conference.cgi?a=16560272|Admin > Configure > Review response period]] (start|stop)</del> ✘
  * <todo #jlopes:2018-06-05>Make final decisions</todo> about submissions
  * <todo #jlopes:2018-06-06>Close reviewing</todo> [[https://easychair.org/conferences/configure_conference.cgi?a=16560272|Admin > Configure > Reviewing]] (enter reviews = "no")
  * <todo #jlopes:2018-06-05>Send notifications</todo> and/or reviews to the authors (02/06/2018) [[https://easychair.org/conferences/review_send.cgi?a=16560272|Reviews > Send to authors]]
  * Camera-ready submission **done** in TPDL2018:
    * <todo #jlopes:2018-06-07>Change submission form</todo> [[https://easychair.org/conferences/configure_conference.cgi?a=16560272|Admin > Configure > Paper submission]] (The submission page is = open for updates of previously submitted papers)
    * <todo #jlopes:2018-06-07>Open submission page</todo> [[https://easychair.org/conferences/configure_conference.cgi?a=16560272|Admin > Configure > Submission form]] File upload fields in the submission form
  * **Camera-ready using EasyChair**: View demo version? And read "Next TPDL" below!
    * Add new proceedings to put together all submitted files in the format required [[https://easychair.org/conferences/proceedings_add.cgi?a=16560272|TPDL2018 > Create proceedings]]
    * Add papers and send email to authors [[https://easychair.org/proceedings/paper_add.cgi?a=19054874|Proceedings > Add Papers]] (email authors with LNCS instructions)
  * <todo #jlopes:2018-09-11>Publish the list of accepted papers</todo> in the TPDL site
  * List of accepted papers: [[https://easychair.org/conferences/submission_accepted.cgi?a=16560272|TPDL2018 Accepted Papers]]

==== - Conference ====

  * Statistics by Topic [[https://easychair.org/conferences/statistics.cgi?a=16560272|Admin > Statistics > Statistics by Topic]]
  * <del>Create conference program [[https://easychair.org/program/add.cgi?a=16560272|Admin > Create program]] [[https://easychair.org/help/order_of_papers_in_proceedings_and_the_table_of_contents?a=16560272|HELP]]</del>
  * <todo #jlopes:2018-06-22>Create conference program</todo> [[https://docs.google.com/spreadsheets/d/1tGKPBtPGWjBmoHgmVfsbFfIW_E9pbUARpnUYpzdOhF4/edit#gid=0|Drive spreadsheet]]
  * <todo #jlopes:2018-09-11>Publish conference program</todo> in the TPDL site
  * <todo #jlopes:2018-06-05>Open conference registration</todo> in the TPDL site
  * <todo>Send out call for participation</todo>

==== - Proceedings ====

  * LNCS 11057
  * <todo #jlopes:2018-07-04>Disable submission updates</todo> [[https://easychair.org/conferences/configure_conference.cgi?a=16560272|Admin > Configure > Paper submission]]
  * <todo #jlopes:2018-07-05>Collect final version</todo> of accepted papers
  * <todo>Close conference</todo> in EasyChair.
  * <todo #jlopes:2018-07-20>Make conference proceedings</todo> (see SV checklist bellow)
  * How to prepare the proceedings: http://ens.ewi.tudelft.nl/~galuzzi/Proceedings_Preparation.html

===== - SV Checklist (Publication) =====

Here is a checklist of everything we require from the volume editor [**TPDL2018.zip**]:

  * <todo #jlopes:2018-07-20>Preface and Organization pages</todo>: source and PDF file. [**tpdl2018.pdf**] [**Proceedings.zip**]
  * <todo #jlopes:2018-07-20>Table of contents</todo> (incl. topical headings): any type of electronic version. [**tpdl2018.pdf**] [**Proceedings.zip**]
  * <todo #jlopes:2018-07-20>Papers</todo>: sources (incl. bib files and images) and PDF files of each contribution grouped in a directory, labeled using the volume number and the starting page of the paper. [**CameraReady.zip**]
  * <todo #jlopes:2018-07-20>Copyright forms</todo>: one for each paper, signed by the corresponding author.  [**CameraReady.zip**]
  * <todo>A list of the authors’ names</todo> that are not straight forward (Given Name; Family Name). [**?**]
  * <todo #jlopes:2018-07-20>Title</todo>: suggestion for the main title and for the subtitle, where applicable. [**tpdl2018.pdf**] [**Proceedings.zip**]
  * <todo #jlopes:2018-07-20>Conference logo</todo>: for inclusion on the cover (where applicable). [**tpdl-logo.tif**]
  * <todo #jlopes:2018-09-11>A completed production file</todo>, giving details on the names and affiliations of the volume editors, the title of the book, and the information required for our LOD portal. [**Editors.gdoc**]
  * <todo #jlopes:2018-07-20>List of email addresses of corresponding authors</todo>: one per paper. The list should include the starting page number of the paper, so that it is clear which email address belongs to which paper. [**Authors.gdoc**]
  * <todo #jlopes:2018-07-20>Estimate of the number and the format</todo> (online access, USBs, print, etc.) of proceedings copies required for distribution at the event. [**1stReadme.gdoc**]
  * <todo #jlopes:2018-07-20>Anything else</todo> you would particularly like to draw our attention to (specifics of delivery, billing procedure, etc.).

{{1-cover.pdf|Cover}}
{{2-sponsors.pdf|Sponsors}}
{{3-preface.pdf|Preface}}
{{4-organization.pdf|Organization}}
{{5-toc-index.pdf|Toc & Author index}}

===== - Configuration status =====

//Status on 23/05/2018 15:28//

==== - conference ====

{{1-conference.png?direct|}}

==== - submission ====

{{2-submission.png?direct|}}

==== - assignment ====

{{3-assigment.png?direct|}}

==== - reviewing ====

{{4-reviewing.png?direct|}}

==== - Next TPDL ====

  * after paper acceptance initiate the "Procedings Environment"
  * go with it and generate the LNCS proceedings file to sent to Speinger

=== Proceedings Workflow ===

{{proceedings-workflow.png?820|}}

=== Proceedings Settings ===

{{proceedings-settings.png?450|}}

=== TPDL2018 Proceedings Content ===

{{proceedings-content.png?620|}}

=== Order of Papers ===

{{proceedings-orderofpapers.png?760|}}

=== Invited Authors ===

  * add invited authors

=== List of Emails ===

  * list emails & send emails

=== generate LNCS package ===

  * do some editing first


=== End ===

 --- //[[jlopes@fe.up.pt|Correia Lopes]], 26/10/2017 11:45//