Public Outreach ApplicationIMWG Meeting, 02.07.2013

Jan Janke, Ladislav Fialka (GS-AIS-GDI)

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Overview  Common visits agenda  Visit conflict detection/handling  For all of CERN’s Public Outreach activities• Public Visits • Press Office Media Visits• Protocol Office VIP Visits• Experiment Visits• Globe Events

Partly in Production, full v1 deployment in July

Work in Progress

Scheduled for Implementation

Planned

Planned

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Public Visits Service  Ca. 85,000 visitors from ≈ 60 countries in 2012  Ca. 400 active CERN guides  Managed by < 10 people

Restaurant?Bus?

Guides?I want to be a

guide!

I want to visit CERN myself

Requests

We are a group of 50

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Public Visits Service  Ca. 85,000 visitors from ≈ 60 countries in 2012  Ca. 400 active CERN guides  Managed by < 10 people

Restaurant?Bus?

Guides?I want to be a

guide!

Too many peple!Split visit!

I want to visit CERN myself

Requests

We are a group of 50

Group of 200!Qualification?

Atlas is closed!

Request expired

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Public Visits Service  Ca. 85,000 visitors from ≈ 60 countries in 2012  Ca. 400 active CERN guides  Managed by < 10 people

Restaurant?Bus?

Guides?I want to be a

guide!

Too many peple!Split visit!

I want to visit CERN myself

Requests

We are a group of 50

Group of 200!Qualification?

Create new

Plan Itinerary

Atlas is closed!Oh damn it, I can’t go

Request expired

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Public Visits Service  Ca. 85,000 visitors from ≈ 60 countries in 2012  Ca. 400 active CERN guides  Managed by < 10 people

Restaurant?Bus?

Guides?I want to be a

guide!

Too many peple!Split visit!

I want to visit CERN myself

Requests

We are a group of 50

Group of 200!Qualification?

Create new

Plan Itinerary

Atlas is closed!Oh damn it, I can’t go

Request expired

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Public Visits Service  Ca. 85,000 visitors from ≈ 60 countries in 2012  Ca. 400 active CERN guides  Managed by < 10 people

  → Automation is needed! 

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End to End Workflow  Open Visits• Reservation by client• Handling fully automated• No human intervention

  Group Visits• Semi-automatic• Requires human approval

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End to End Workflow  Verification, scheduling, confirmation

by the Visits Service Back OfficeVisit Type

Proposed slots(quick selection)

Propose alternative date

List of all requests

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Visits Agenda

Visits

Itineraries

Notes

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Many Other Tools  Itinerary management  Guides management incl. payments  Guides / visit subscription  Control of request workflow  …

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Integration of Other Services  Media visits organized by the Press Office• Work in progress (almost finished)• First to be integrated with “Impact”

PRESS

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A Typical Visit

33/R-009

ATLAS

Globe

Underground Area:→ Requires Impact

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Global visit status?

“Impact” Creation  Uses Impact REST API  For every controlled location (facility)  1 visit can contain N programme items• Impacts will be created per programme item

Visit

Bldg. 33

ATLAS UG

Globe

CMS UG

R1

Impact required?

No

Yes

No

Yes

No

Status: ok

Status: ok

Status: ok

Create Impact

Create Impact

Status: Impact?

Status: Impact?

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Global visit status?Not OK

“Impact” Creation  Uses Impact REST API  For every controlled location (facility)  1 visit can contain N programme items• Impacts will be created per programme item

Visit

Bldg. 33

ATLAS UG

Globe

CMS UG

R1

Impact required?

No

Yes

No

Yes

No

Status: ok

Status: ok

Status: ok

Create Impact

Create Impact

Approved

Not approved

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Global visit status?OK

“Impact” Creation  Uses Impact REST API  For every controlled location (facility)  1 visit can contain N programme items• Impacts will be created per programme item

Visit

Bldg. 33

ATLAS UG

Globe

CMS UG

R1

Impact required?

No

Yes

No

Yes

No

Status: ok

Status: ok

Status: ok

Create Impact

Create Impact

Approved

Approved

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PO/Impact WorkflowCreate visit

Check for Impact relevant visit parts

Impact?

Request “Impact” Impact creation

Integrate Intervention ID

Check approval status Approval/Refusal

yes

Visit status ‘ok’no

Edited/deletedvisits or programmeitems also triggerinteraction w. Impact.

Regular polling(e.g. twice per day)

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Content of “Impact”  Location (facility)  Title  Responsible → Head of Press/Protocol Office  Activity type → Visit  Date/time  Priority  Participants → Guide, participants  System ? (should not be mandatory for visits)

Still under discussion.Depends on the experiments.

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Impact Feedback

33/R-009

ATLAS

Globe

Underground Area:→ Requires Impact

Intervention ID

Link to Impact

Impact Status

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User Roles  ADMIN  OPEN_VISITS_ADMIN  GROUP_VISITS_ADMIN  DUTY_ADMIN  GUIDE_ADMIN  GUIDE  [PRESS|VIP]_ADMIN  [PRESS|VIP]_VIEWER

Visibility restrictions onlyfor Protocol/VIP Visits.

Respect of booking priorities1. Protocol2. Press3. Public

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Summary  Different visit types  Integrated agenda  Automation  Conflict detection  Impact integration