Program and Abstract Creation System (PACS) Overview

American Chemical Society

Program and Abstract Creation System (PACS) Overview

Richard A. Love, PhD American Chemical Society Division of Membership and Scientific Advancement Member CommunitiesPh: 202-872-6280 Cell: [email protected]

American Chemical Society 3

PACS Manages Workflows

PACS is the primary resource for managing the national meeting technical program

Authors: Abstract submissions

Organizers: Review, acceptance/rejection of submitted abstractsArranging accepted abstracts into sessions

Program Chairs: Submission of the Call for Papers (symposia)Scheduling of the sessionsSubmitting the preliminary and final programs

Admin Staff: Review technical program to determine location and room assignmentsExport the preliminary and final programs, separates, CD-ROM, and preprints


Activity Date

Anaheim Call for Papers completed in PACS 7/12/2010

Division, Secretariat and Committee deadline dates (see below) due 7/12/2010

Call for Papers published in C&EN 8/23/2010

PACS opens for author abstract submission 8/23/2010

PACS closes to Authors (recommended) 10/18/2010

PACS closes to Symposium Organizers (recommended) 11/1/2010

Room requests due to ACS Meetings 11/10/2010

Preliminary program due from program chairs 11/15/2010

Final technical program due from program chairs (PACS closes to PC) 11/29/2010

Preliminary program publishes in C&EN* 1/24/2011

Final technical program publishes in C&EN* 2/28/2011

Anaheim meeting begins 3/27/2011

* Dates subject to change according to C&EN publication deadlines

PACS Manages Timelines

Anaheim 2011 National Meeting Timeline


• Abstract submitters

• Symposium Organizers

• Program Chairs

• Admin Staff

• FORMS

• Rosters

PACS Manages Access

Access to PACS is through the ACS ID

ACS ID required to access PACS consistent with the allowed access control privileges

ACS ID required to access other ACS services


Activity Time

Memo to program chairs to enter Call for Papers 0

Call for Papers entered in PACS & Deadline dates sent to ACS 0.5

Call for Papers published in C&EN; Abstract submission opens 1.25

PACS closes to Authors (recommended) 1.5

PACS closes to Symposium Organizers (recommended) 0.5

Preliminary program due from program chairs; Room requests due 0.5

Final technical program due from program chairs (PACS closes to PC) 0.5

Preliminary program publishes in C&EN* 1.25

Final technical program publishes in C&EN* 1

Meeting begins 1

8 months

National Meeting Timeline

Why does it take so long to produce a national meeting?


Memo to Program Chairs on Call for Papers (2 weeks)

•Communicates with committees and constituents to finalize program

•Communicates with organizers to confirm invited and contributed symposia

•Enters technical program into PACS

•Dates set by division (within limits)

– Abstract submission closes

– Symposium organizer access closes

•Dates set by ACS

– Abstract submission opens

– Preliminary program due

– Final program due

Send the Call for Papers and Deadline Dates to ACS



Call for Papers and Deadline Dates Received (5 weeks)

•PACS Staff

– Clarifies programming with program chairs

– Configures PACS for abstract submission

– Produces the CFP for publication

•Logistics Staff

– Drafts technical program locations and rooms

•C&EN Staff

– Produces the Call for Paper issue

Abstract Submission Opens



PACS Opens for Abstract Submission (6 weeks)

•[Close date set by the division/committee]

•Program Chairs

– Grant access to organizers (ACS ID needed)

– Train organizers on reviewing sessions

– Add late symposia

– Monitor activity of incoming abstracts

•Organizers

– Learn how to review and schedule abstracts in PACS

– Monitor activity of incoming abstracts

– Clarify invitation with the invited speakers

•PACS staff

– Communicates with Program Chairs and Organizers to resolve issues

Abstract Submission Closes



PACS Closes to Authors (2 weeks)

•Organizers/Program Chairs

– Review/accept/reject abstracts

– Create new sessions as needed

– Arrange papers in sessions

– Assign order and times for presentations

– Enter estimated seating (attendance)

– Enter session moderators

– Enter late abstracts

•Program Chairs

– Review symposia

PACS Closes to Symposium Organizers



PACS Closes to Symposium Organizers (2 weeks)

•Program Chairs

– Schedule unassigned abstracts

– Move to other symposia or divisions

– Penultimate review of symposia

– Arrange sessions consistent with Even Programming Rules

Submit Preliminary Program and Room Requests



Submit Preliminary Program and Room Requests (2 weeks)

•ACS Staff Even Programming Call with M&E

– ACS Logistics Staff assesses technical program room requests

• Drafts division locations within space available

– M&E assesses compliance with Even Programming Rule

– ACS PACS Staff assesses complete/incomplete programs

•Program Chairs

– Work with ACS PACS Staff to bring programs into EPR compliance and finalize sessions

Submit Final Program



Activity Time

Memo to program chairs to enter Call for Papers 0

Call for Papers entered in PACS & Deadline dates sent to ACS 0.5

Call for Papers published in C&EN; Abstract submission opens 1.25

PACS closes to Authors (recommended) 1.5

PACS closes to Symposium Organizers (recommended) 0.5

Preliminary program due from program chairs; Room requests due 0.5

Program Chairs submit final program 0.5

4.75 months

Preliminary program publishes in C&EN* 1.25

Final technical program publishes in C&EN* 1

Meeting begins 1

8 months



Submit Final Program Meeting (3.25 months)

•PACS Staff– Export, composition & production of the preliminary, final, on-site program book,

CAS export, separates, CD-ROM

– Acceptance and scheduling notices

•Meetings Staff– Finalizes locations and rooms

– Processes AV, banquet orders, and room requests

– Vendors• Hotels, convention center, audio visual, registration

– “The Other Meetings”• Governance, Expo

•C&EN Staff– Preliminary and Final Program issues

– Division ads


15American Chemical Society

Support for Program Chairs

• PACS Resource Page: www.acs.org/pacs_resources

• PACS Support: [email protected]

• David Thomas ([email protected])

• Farai Tsokodayi ([email protected])

• PACS Training at P2C2 (Saturday)

• PACS User Guides and Webinars on the “Get Involved, Stay Involved” web site

• Events & Activities pages on the ACS Meetings web site

• ACS Network Discussion Forums on the ACS National Meeting and Technical Program

• Program Chair’s Procedure Manual:

www.acs.org > Membership & Networks > Technical Divisions >

Officer Information > Operations > Program Chairs’ Procedure Manual

Documents

Program and Abstract Creation System (PACS) Overview