Ms Ester A. Stubbs

1
Product Development and Central Tagging Operations

• Ms Ester A. Stubbs
• Chief, AFDPO/PPP
• July 08, 2008

2
Overview

• Product Development Responsibilities
• Product Development Divisions
• Product Development Processing
• Central Tagging Operations
• Way-Ahead

3
Product Development Responsibilities

• Product Development Division Responsibilities
• Assign products to analyst for technical review
• Reviews pubs and forms for AFI 33-360 compliance
• Provide accurate information to assist OPR in
  complying with AF policy
• Ensures products comply with CTO guidelines
• Prepares products for posting to e-Publishing
  website
• Reviews, revises and develops forms
• Oversees form licenses schema
• Answers Secretariat, Air Staff and MAJCOM/FOA
  questions about official AF form software
• Provides FrameMakerSGML support as needed

4
Product Development Divisions

• Product Review Analyst (PRA) Section
• Receives MAJCOM and Headquarters products
• Establishes tracking
• Performs initial product review
• Return to OPR or send to product development
  section
• Product Development Analyst (PDA) Section
• Performs more in-depth review
• Do not perform content review and edit products
• Returns to OPR or send to tagging
• Sends product to OPR or post to website
• Updates repository and tracking system

5
Product Development Processing

• Publishing Process Requirements
• Pub Managers Follow AFI 33-360 Guidance
• Ensure Word .doc files are accurate
• Ensure correct supersession date
• Ensure correct long and short title format
• Pub Managers Follow CTO Guidelines
• Ensure files are provided in .doc or. rtf format
• Send files to CTO via the Files Transfer Protocol
• Include required information in email
  notification (file name, number of pages, special
  instructions, POC, etc.)
• Follow proper naming convention
• Provide separate files for each graphic

6
Product Development (cont)

• Publishing Process Requirements (cont)
• Pub Managers Review Before Sending to AFDPO
• Ensure proper formatting
• Do not include Table of Contents
• Include all graphic files
• Ensure paragraph number is correct
• Do not use auto numbering
• Ensure revised publication has a summary of
  changes
• Induce OPR information in email
• Ensure publication title in email is same as on
  publication

7
Product Development (cont)

• Product Review Analyst Processes

8
Product Development (cont)

• Publication Timeline
• Average processing time is 12 calendar days (two
  days for ICs)
• Only ICs marked critical require two-day
  processing
• 2844 products logged in Jan Jun 2008
• 2753 products processed Jan Jun 2008
• Publication transferred from FTP site
• Analyst reviews publication
• Return to OPR if necessary
• Publication sent to tagging
• Some pubs tagged in-house
• Publication returned from tagging
• Pub reviewed again
• Analysts do not edit content
• Publication posted on e-publishing website

9
Product Development (cont)
10
Product Development (cont)
11
Product Development (cont)
12
Product Development (cont)

• Product Development Review Helpful Tips
• Pub Managers and OPR Review Before Sending to
  AFDPO
• Ensure New records management publications are
  processes IAW AFMAN 33-363
• Use correct address for AFRIMS (https//afrims.amc
  .af.mil)
• Check the date against our web for the correct
  superseded publication
• When rescinding a pub, provide list and action
  (i.e. rescinded or moved to another publication)
  of all forms prescribed by rescinded document
• AFMAN 23-110 is updated quarterly--use correct
  document when supplementing
• Don't use headers and footers
• Refer to AFI33-360 when formatting your
  publication (all info should be flushed left, no
  auto numbering, no page number, etc.)

13
Product Development (cont)

• Product Development Review Helpful Tips (cont)
• Pub Managers and OPR Review Before Sending to
  AFDPO
• When supplementing, supplement carries the same
  long title as the basic pub
• When using dates in opening paragraph, check the
  dates against the product on the web--ensure you
  are referencing the correct document
• Check to see that you've included the signature
  block on the last page of the document (for
  supplements) and the last page, just before
  Attachment 1 for basic publications
• Don't use tabs within a document. Use a table
  and hide the gridlines. Material can then be
  moved as a whole and centered/placed
• Ensure tables and Figures have have titles
• If using a glossary, ensure it is an Attachment
  and conforms to AFI 33-360

14
Product Development (cont)

• Product Development Review Helpful Tips (cont)
• Pub Managers and OPR Review Before Sending to
  AFDPO
• Ensure AF673's has Air Force Policy Directives
• For HQ publications, FOIA coordination is often
  missing or SAF/XC General signature has been done
  rather than the required two
• Missing implementing AFPD on AF 673
• Ensure AF 673 does not have same person signed in
  blocks 18 and 21
• Ensure publication is not routed through all
  mandatory coordinations and received signature
  for AF 673 without first sending to AFDPO for
  functional coordination
• Ensure publications do not come to AFDPO with old
  Notice statement but with required ACCESSIBILITY
  OR RELEASABILITY statements
• Ensure OPR names are not added after OPR symbol

15
Product Development (cont)

• Product Development Helpful Tips (cont)
• Pub Managers and OPR Review Before Sending to
  AFDPO
• Do not use Distribution F in front matter. It is
  no longer used according to AFI 33-360.
• Ensure Publication does not come in showing as
  Final showing markup, should be final draft
• Ensure publications do not have highlighted text
  in draft
• Ensure OPRs are not trying to implement a series
  publications with another series AFPD
• Ensure AF 673 is completed according to AFI
  33-360
• AF 673 for Departmental products must be
  coordinated by all Mandatory coordinators prior
  to certifying and approving officials sign

16
Product Development (cont)

• Product Development Helpful Tips (cont)
• Pub Managers and OPR Review Before Sending to
  AFDPO
• Ensure OPRs send graphics files (.tif, etc.)
• Ensure OPRs edit content before sending to AFDPO
• When forwarding jobs to AFDPO for processing,
  please keep a consistency in the naming
  convention, e.g.
• --Use "AFI21-201_WHITEMANAFBSUP" on the word doc
  (docid) as well as in the superssesion line
• --Use "AF21-201_WHITEMANAFBSUP" as the file name
  of the word doc
• --Use "AF21-201_WHITEMANAFBSUP" as the folder
  name
• --Use "AF21-201_WHITEMANAFBSUP" in the e-mail
  title

17
Product Development (cont)

• Product Development Helpful Tips (cont)
• Pub Managers and OPR Review Before Sending to
  AFDPO
• For HQ publications, FOIA coordination is often
  missing or SAF/XC General signature has been done
  rather than the required two
• Missing implementing AFPD on AF 673
• Ensure AF 673 does not have same person signed in
  blocks 18 and 21
• Ensure publication is not routed through all
  mandatory coordinations and received signature
  for AF673 without first sending to AFDPO for
  functional coordination
• Ensure publications do not come to AFDPO with old
  Notice statement but with required ACCESSIBILITY
  or RELEASABILITY statements
• Ensure OPR names are added after OPR symbol

18
Product Development (cont)

• Product Development Helpful Tips (cont)
• Pub Managers and OPR Review Before Sending to
  AFDPO
• Ensure all functionals sign off before publishing
  product
• When supplementing, check the basic pubs
  requirements regarding supplement. If the basic
  OPR requires coordination, then get it if they
  require you send them a copy--send it.
• Rescinds require AF 673 action for both
  Departmental and Field products. Please refer to
  AFI 33-360 for requirements
• Use the AFDPO organization boxes for all requests
• Ensure you are using the metadata tool when
  designing forms. Fill in all required
  information

19
Product Development (cont)

• Product Development Review Helpful Tips (cont)
• Pub Managers and OPR Review Before Sending to
  AFDPO
• Ensure publication has Summary of Changes
  paragraph
• Do not send publications with Track changes
  unresolved
• Ensure Supersession lines are correct
• Ensure correct numbering for AFIs and MAJCOM pubs

20
Central Tagging Operation

• CTO Definition
• The process of converting Word .doc files to
  SGML, XML and .pdf format in accordance with AFI
  33-360 guidelines
• Publications Processed in CTO
• MAJCOM, Base and Wing-level
• Headquarters-level publications
• Mission Directives
• Interim Changes
• Supplements
• Unique Publications (CFETP, AFTTP, AFDD, AFMD,
  etc.)

21
Central Tagging Operation (cont)

• Tagging Process
• Contracted Out
• Publications sent to INFOCON
• Up to five days turn around time
• In-house
• Analysts use FrameMaker tagging software
• Manual process and more time consuming

22
Way-Ahead

• AFDPO Publishing Goals
• To reduce publishing time to 5-7 business days
• To perform more in-house tagging
• Streamline Publishing Process
• Expand Product Review Analysts Processes
• Work with AFNEWS to reduce reposting

23

• QUESTIONS
• ???