2027 Annual Plan-Do-See

[윤병남]

Secretariat / Event Operations Guide (v1, v2)
[ICACT 2027] Plan-Do-See: Progress & Performance Analysis

0. Corporate Annual Reporting & Event Date Confirmation
0.0 [OK] Annual Corporate Report: (Every Feb) Management of domain, email, and events. Completed on 2026-02-20.
0.1 ICACT Operations Overview: Master guide for event management.
0.2 Task Calendar: Operational timeline.
0.3 Venue Reservation: Phoenix Park schedule pre-emption and deposit payment. 

       (ICACT 2027: Jan. 24–27. Contract completed on 2026-02-13).
0.4 K-MICE 2026 Application: Completed on 2026-02-24.
0.5 Statistics & Participant Analysis: Results posted on the website for use in various reports. Completed on 2026-03-01.
        Statistics Program: https://icact.org/asp/statistics.asp?yy=[Year]

1. IEEE Xplore Publication (Priority Task)
1.0 Adobe Acrobat Processing: Header, Footer, Page numbering, Packaging, and final checking.
1.1 Full Paper Registration: Uploading IEEE-ready full papers via ICACT/manage/full_paper. Completed on 2026-03-25.
1.2 Web-based Proceedings & Verification: Provide Program/Proceedings online for final author verification.
1.3 Packing List & eCF Transfer: Set copyright transfer status to "NA" for IDs.
1.4 Online Submission: Submit to IEEE Xplore Digital Library. Completed on 2026-03-10.
1.5 Publication Quality Check: List for proofreading and handling PDF rendering issues (e.g., Japanese characters/graphics).

2. IEEE Xplore DL Indexing
2.1 Receipt of Completion: IEEE Xplore publication confirmed. Completed on 2026-03-19.
2.2 Official Website Announcement: Posted on 2026-03-20.
2.3 Author Notification: Email notification sent to authors on 2026-03-20.
2.4 Information Update: Update EI Compendex Source List on the website and FAQ. (Planned: 2026-04-07).

3. DOI Registration on ICACT Web
3.1 DOI Management System: Development of the DOI entry program for administrator/author pages. 

      Completed on 2026-04-17.
3.2 Citation Promotion: Encouraging authors via email to utilize DOIs to increase citation counts.

      (In progress since 2026-04-19).

4. ISBN & National Library E-Book Submission
4.1 E-Book Editing & Submission: Editing ISBN e-book and submission to the National Library. Completed on 2026-03-25.
4.2 Administrative Follow-up: Post-submission processing (as needed).

5. Website Maintenance & IEEE TCS Agreement [April]
5.1 Critical Deadlines: Confirmed for Jan. 24–27 event. 

      (Full Paper: Aug 15–Sep 15, Reg: Sep 15–Oct 15, CRF: Nov 15, Program: Dec 15).
5.2 Deadline Announcement: Posting deadline info on the management menu.
5.3 Banner Management: Create and post the main header banner.
5.4 IEEE TCS Application: Technical Co-Sponsorship application. (Submitted 2026-04-28; Status: In Progress).
5.5 ComSoc-CISTC Endorsement: Request for CISTC endorsement. (Accepted 2025-05-01).
5.6 ComSoc Invoice & Payment: Process IEEE ComSoc Invoice via Fax/Email. (Target: May 05–08).
5.7 MoU Signing: Finalize Memorandum of Understanding. (Signed 2025-07-22).

6. Call for Papers (CFP) Email & Promotion
6.1 Web Announcement: Post CFP on Homepage and Wiki.
6.2 Database Update: Refine email lists (Excel) and execute blast emails (Weekly/Bi-weekly).
6.3 TPC Engagement: Assign TPC members for institutional CFP postings.
6.4 IEEE ComSoc TC Mailing: Must be sent via member email (tomayoon@hotmail.com).
6.5 Results Reporting: Report event outcomes to CISTC during the ICC conference in June.

7. Reviewer Management
7.1 Invitations: Weekly email blasts to potential reviewers.
7.2 Database Organization: Organize accepted reviewers by topic area in Excel.
7.3 Review Process: Request reviews via the FIFS web system once papers are submitted. (Starting Aug 15).
7.4 Recognition: Issue Reviewer Certificates and upgrade to TPC status.

8. Registration Fee & Payment Gateway
8.1 Fee Announcement: Post registration costs on 2025-05-15.
8.2 System Logic: Update web program to allow registration only for accepted papers.
8.3 Merchant Services: Renew manual transaction insurance and submit to Shinhan Card. (Completed 2025-09-25).
8.4 PayPal: Integration completed. (Note: High transaction fees).
8.5 Visa Support: Discontinued notarized invitations; switched to automated web-issued letters and online presentation options.

9. IEEE CPP Agreement [October]
9.1 Agreement Initiation: Start Conference Publication Program (CPP) 3 months prior to publication.
9.2 Copyright & LoA: Signing of Copyright permission and Letter of Acquisition via IEEE Web.
9.3 ISBN Submission: Submit ISBN to IEEE Xplore. (Due before 2026-03-14).

10. Venue & Event Logistics
10.1 On-site Branding: Design name tags, certificates, souvenirs, backdrops, and podium plaques. 

         (Design: Dec 01 / Production: Jan 15).
10.2 Awards & Chairs: Select Best Paper winners and Session Chairs; reflect on the website and program.
10.3 Hotel & Transport: Request hotel reservation forms and post transportation guides on the website.
10.4 Catering: Meal plan design for participants (Lunch/Dinner/Gala).
10.5 Staffing: Process daily allowances for event staff and tax withholding for VIPs.

11. Program Design & Hybrid Setup
11.1 Hybrid Conference Guide: Guidelines for online and offline participation.
11.2 Scheduling: Allocate 6 papers per session, tutorials, and workshops.
11.3 Final Posting: Post the final program by Jan 25 after registration closes.

Web Development Log (Key Updates)
Web Development & System Optimization Log
2026-01: System Architecture & AI Integration

                Phased paper submission process (step-by-step workflow).
                 Hybrid conference support features.
                 AI Hallucination Check module for submitted content.
                Standardized system templates update.

2025-03: Statistical Analysis Graphics
[Done 03/21] Implemented automated web posting for paper review statistics and author/country-specific graphical analysis.
                      2025-08: Submission & Validation Logic
[Done 08/12] [ASP] Displayed file size of submitted papers on the Autho Page.
[Done 08/02] Enhanced web program to restrict registration access to "Accepted" papers only.
[Done 08-02] Implemented Regular Expression‎ (Regex) checker for submission emails.
Prevented the use of duplicate emails among co-authors.
2025-10: Workflow & Database Stability Implemented "Divide & Conquer" AI-workflow for event management.
[Done 10/01] Resolved SQL syntax errors by handling single quotes in the admin-author dialogue box.
[Done 10/04] Enforced lowercase conversion for all author email addresses across all web pages.
[Done 10/04] Fixed server failure caused by corrupted global.asa visit count (visit.txt) tracking (Assisted by Gemini AI).
[Done 10/24] Developed a statistics program to track Committee Member participation/engagement.
[Done 10/29] Displayed "Paper Type" information on the Author Homepage.
2025-12: User Experience & Security
[Done 12/09] Applied Lcase (lowercase) and Trim (whitespace removal) functions to the Member Login email input.
[Done 12/10] Launched "Find My Paper" menu: Enables all authors/co-authors to view and download their entire paper history.
[Done 12/15] Implemented credit card number masking (asterisks) after successful registration payment.
[Done 11/15] Provided detailed contribution data (review counts and submission counts)

                      on the Reviewer/Member login dashboard.
[Done 12/23?] Resolved "Access Denied" errors occurring during late-stage paper revisions

                       following the server migration to Naver Cloud.