United States General Accounting Office Office of Publishing and GAO Communications June 1990 publishing Survival Guide GAO/OPC-90-1 OP:GAO/OPC 12.14.3 This publication is part of the GAO automated policy guidance system. The access number is 12.143. &reword Quality is GAO’S top priority. This includes performing audits and evalu- ations that meet our standards as well as ensuring that the products presenting the results of our work are timely and well supported and meet the needs of GAO’S varied customers. In keeping with this goal, GAO established strict standards for doing its work and for presenting the results. GAO created a visual style and format that make our products unique and easily recognizable as GAO'S The information contained in this publication will help all GAO staff pro- duce communications products that adhere to our standards of quality. The Publishing Survival Guide supplements the Communications Manual by providing more detail about publishing and distributing GAO products. Staff should follow this guidance to ensure that the process of preparing products for publication and distribution enhances the effec- tiveness of GAO'S message and image. Werner Grossha& Assistant Comptroller General for Policy GAO/OPCBfH PublMdng Survival Guide Preface This guide is part of OPC’Spromise to our customers to help you commu- nicate effectively. We have prepared this document to give both our cus- tomers and OPC staff concrete information on the many different services opt offers, how each of our branches and units individually and collectively performs these services, how long it takes us, and what we need from our customers to provide efficient and professional help. opt will revise this guide regularly, as we develop publishing innova- tions and implement new procedures to meet GAO’S changing require- ments for publishing and communication services. We encourage you to use this information, and we welcome any comments or suggestions you may have. Michael Speer Acting Director Office of Publishing and Communications Page 1 GAO/OFCXUM PubU&l.ng Survival Guide Contents Foreword Preface Part 1 GAO’s Design Standards Introduction Using This Manual Part 2 Requests for Priority Report Services 11 OPCServices for Customers’ Responsibilities Report and Production Graphics 11 14 Reports and Other Customers’ Responsibilities 14 Audit/Evaluation In-House Production Graphics: Services and TATS 14 35-mm Slides Produced From TextFrame 15 Products Contracted Production Graphics: Services and TATS 15 Self-Service GAO Graphics Software 16 Report Photography 17 In-House Services 17 Use of Color Photographs in Reports 17 Report Typesetting 17 Customers’ Responsibilities: Preparing Report Disks 18 TATS for Typeset Reports and Other Audit-Related Products 19 TAT for Priorities 19 Customers’ Responsibilities 19 Report Printing 20 In-House Report Printing 20 TATS for Routine and Priority Reports 21 Contracted Report Printing 21 TAT for Routine Reports 21 TAT for Priority Reports 21 Blueline Proofs for Routine Reports With Black-and- White Photographs 21 TAT for Reports With Color Photographs 22 Printed Reports That Contain Errors 23 Printers’ Errors 23 Customers’ Errors Found Before Distribution 23 Customers’ Errors Found After Distribution 24 Report Distribution 26 Determining Report Issue Dates and Scheduling Report Distribution 26 Page 2 GAO/OPG@&l Publishing Survival Guide Content.9 Issue Dates for Prepublished Reports 26 Backdated Reports 27 Report Copies Distributed by OPC’s Mail and Distribution Section 27 Initial and Subsequent Distribution 27 Report Copies Maintained and Distributed by Contractor 29 Report Reprints 30 Video Reports 30 Developing the Script 30 Integrating Sound and Visuals 31 Budget Responsibility 31 Producing the Final Videotape 31 Part3 Customers’ Responsibilities 32 OPC Services for Requisition Forms Preliminary Meeting 32 32 Nonaudit Products Transferring Funds 33 OPC’s Res&sibilities: Project Management 33 Writing and Editing !kxvices 34 Work That Must Be Edited 34 Customers’ Responsibilities 35 Graphic Design Services 35 Photography Services 36 Typesetting Services 36 Publications in the Report Format 36 Publications Not in the Report Format 37 Customers’ Responsibilities 37 Printing Services 37 In-House Printing 37 In-House Printing TATS 38 Contracted Printing 38 Customers’ Responsibilities 40 Distribution Services 40 Audiovisual Services 40 Synchronized 35-mm Slide Programs 40 Part4 Audiovisual Equipment Loan Pool 41 Other OPCServices Applied Technology Mail and Messenger Service 41 42 Services Provided by the Mail Center Staff 42 Services Provided by the Postal Service 42 Services Provided by Contractors 43 Page 3 GAO/OFC3&1 Publishing Survival Guide Content9 WordPerfect Typing 43 Products and !Services OPC Can Provide Through the Government Printing Office 44 Proofreaders 44 Optical Scanning 44 Services and Products OPC Does Not Provide 44 Appendixes Appendix I: List of OPC Requisition Forms and Services 46 Appendix II: When You Need a Memorandum 47 Appendix III: Examples of InstantChart Output 48 Appendix IV: Documents That Supersede OPC’s Design Implementation Guidance 55 Related OPCGuidance 56 Tables Table 1: Whom to Call in OPC 10 Table 2: Checklist for Report Typesetting Package 18 Table 3: Routine TATS for Typeset Reports and Other Audit-related Products 20 Table 4: Report Printing TATS by Printer 22 Figures Figure 1: OPC Organization 9 Figure 2: Memorandum to Request Priority Typesetting and Printing Services 12 Figure 3: Memorandum to Request Priority Graphics Services 13 Figure 4: Sample Errata Sheet 25 Figure 5: Reminder Memorandum to Division and Office Heads About Backdated Reports 28 Page 4 GAO/OFCBO-1 Publishing Survival Guide Contents Abbreviations Assistant Comptroller General ASB Automated Services Branch Al-U Applied Technology Unit DIG Design Implementation Guidance DPB Document Production Branch GAO General Accounting Office GDB Graphic Design Branch GE General Electric GGD General Government Division GPO Government Printing Office NSL4D National Security and International Affairs Division OCR Office of Congressional Relations OPC Office of Publishing and Communications PM Production Management PC personal computer P&R planning and reporting RCED Resources, Community, and Economic Development Division TAT turnaround time UPS United Parcel Service VCB Video Communications Branch Writing Resources Branch Part 1 Introduction OPC’Smission is to communicate effectively the results of GAO’S work. We GAO’s Design do this by providing a full range of publishing and communication ser- Standards vices. The design (physical appearance) of all GAO audit and evaluation products is based on standards created in 1987 and described in GAO'S Visual Communication Standards. By adhering to these design stan- dards, OPCcan . ensure the consistency of GAO'S organizational image, . promote readability and visual attractiveness, l convert text and tables automatically from computer disks to typeset page proofs, and . save production time and costs. GAO'S established design enables us to bypass the costly and time-con- suming steps of design, type specification, and page makeup by a graphic artist. Without visual standardization, OPC could not take advan- tage of automated publishing technologies. Design standards apply to nearly every visual aspect of GAO reports, including l covers, text pages, charts, and page layout for illustrations and photographs; . automated products that customers can use at their own PCS;and . other audit- and evaluation-related visual aids, such as presentation boards, transparencies, and 35mm slides employees can use for con- gressional testimony and hearings, displays, and lectures. In addition to audit and evaluation reports, GAO'S design standards govern the appearance of GAO'S six other categories of publications. l Policy, Guidance, explain the policies GAO sets for its and Standards own audit and evaluation staff and the standards and guidelines GAO issues for other federal agencies. l Legal Decisions and Standards provide legal advice to the Congress, GAO staff, and heads of federal agencies on the entire range of govern- mental activities. l Training publications are used in the training and educational programs for GAO staff. . Reference publications comprise listings of reports, subject bibliogra- phies, speeches, program planning materials, and transcripts of seminars. . Page 0 GAO/OPG3@1 Pnblidng Survhl Guide Part1 Introduction l GAO explain GAO'S nonauditing and evaluation policies and Operations procedures for administrative and operational activities. . Special Publications are used for material that has a function, content, and audience that cannot be accommodated by any of the other six cate- gories of GAO publications. Examples of special publications are the Comptroller General’s Annual Report, GAO Journal, and Managing the Cost of Government. GAO'S visual design standards also govern the appearance of GAO'S letter- head, envelopes, and forms. Part 2 describes the services that OPC provides for reports and other Using This Manual audit-related products. It begins with priority requests and then explains OPC’Sservices in the order in which they are used to produce most reports: from report graphics and photography to typesetting, printing, and distribution. The last section addresses video reports. Each section explains our services, policies, operational procedures, and pro- duction turnaround times (TATS), as well as customers’ contributions and responsibilities. Our primary customers for audit and evaluation reports are division writer-editors. They bring us reports to be typeset and printed, review page proofs, and sign their approval that reports are ready for printing and distribution. We negotiate with writer-editors about TATS and rely on them to explain our report production procedures to both evaluators and the support staff who type report drafts. Part 3 of this manual addresses the services OPC provides for nonaudit communications: writing and editing, graphic design, typesetting, printing, distribution, and audiovisuals. Our customers for these ser- vices are usually GAO management officials and staff offices, In part 4, we describe our other services-applied research for devel- oping automated publishing products, mail and messenger activities, and our contract for WordPerfect typing-to name a few. These activities support all of GAO headquarters staff. Part 4 also lists some services and products that opt does not provide. We have included four appendixes. Appendix I lists the forms we ask customers to fill out so that we can process requests for services. Appendix II summarizes the situations when OPC requires a memo- randum from customers for special services. Appendix III contains Page 7 GAO/OFXXWl Publishing Survival Guide Part1 Introduction examples of the products available from InstantChart, one of our self- service graphics packages. Appendix IV lists the GAO documents that supersede some of the guidance in OFC’SDesign Implementation Gui- dance (DIG) bulletins. Finally, we have prepared a list of related documents that OPC has devel- oped and published for GAO employees. We encourage you to call or visit us (see fig. 1 and table 1) if you have questions about what we do or how we do it. Page 8 GAO/OPC!Sl Publishing Survival Guide Psrtl Introduction Figure 1: OPC Organization Office of the Directcr I Applied Technology I video 00 Document Communi- ProdlJCtiOfl cations Mail Center Distribution Llo . Page 9 GAO/OPC9lM Publhhing Survival Guide Part1 Introduction Table 1: Whom to Call in OPC Off ice of the Director 275-l 272, rm. 4836 Dtrector Mrchael Speer, acting Special Assistant Clarre Doyle, actrng Special Assistant for Admrnrstratron Susan Schriner Special Assistant Richard Jannace Special Assrstant Judy Manhan Production Management Unit 2756454, rm. 4411 Hours: 8 a.m. to 4 pm Production Manager Kathleen Kevlin, acting Customer Service Desk 2756454, rm. 4411 Writing Resources Branch 275-3798, rm. 4528 Hours: 8 a.m. to 4:45 p.m. Manager Nancy Crothers Graphic Design Branch 275-5570, rm. 4432 Hours: 8 a.m. to 4:45 p.m. Manager Jaime A. Lleras, acting Photography Section 275-5770, rm. 4409 Automated Services Branch 275-5770, rm. 4432 Hours: 8 a.m. to 4:45 p.m. Manager Jaime A. Lleras Publishing and Communications Service 275-5917, rm. 4432 Center Applied Technology Unit 2756330, rm. 4827 Hours: 8 a.m. to 4:45 p.m Manaaer Joe Carmel Document Production Branch Manager Mike Barr, 275-0955, rm. 4524 Printinae Supervisor I Ken Allen, 275-1544. rm. 4407 Distribution Supervisor Margaret Butler, 2756395, rm. 4026 Hours: 8 a.m. to 4:45 p.m. Mail Center Supervisor Margaret Butler, acting, 275-5893, rm 4527 Hours: 7:30 a.m. to 4:45 p.m. Copy Centers 4th floor 275-8755, rm. 4522 6th floor 275-5268, rm. 6510 Hours: 8 a.m. to 5 pm Video Communications Branch 275-l 172, rm. 7647 Manager Jim McGinness Audiovisual Eauipment Loan Pool Hours: 8 a.m. to 4:45 p.m Page 10 GAO/OFC9@1 Publishing Survival Guide Part 2 OPCServicesfor Reports and Other Audit/Evaluation Products Producing audit and audit-related products is nearly 80 percent of OPC’S work. Our report publishing services include production graphics, pho- tography, typesetting, printing, and distribution. Our customers for these services are primarily division writer-editors. We also produce tes- timony and unpublished materials, such as video reports, 35-mm slides, transparencies, and presentation boards that enhance GAO’S work. Our customers for these services are usually evaluators. (For more informa- tion on testimony, see GAO Order 1412.1, “Testimony Before Congres- sional Committees,” and GAO’S Communications Manual, ch. 12.7.) All requests for OPC’S services (except for photography and video com- munications) begin at our Customer Service Desk in the Production Man- agement Unit (rm. 4411)‘. PM Unit staff are available to help customers determine their requirements and fill out requisitions. They log in work and ensure that it is forwarded to the appropriate OPCbranch or con- tractor. When work is completed, the PM Unit contacts customers to review and pick up their jobs. opt can generally honor priority requests for all of our report publica- Requests for Priority tion services. When necessary, we can also procure rush services from Report Services graphics contractors for presentations related to an assignment. To handle priority requests as quickly and as smoothly as possible, our PM Unit needs a memorandum that explains why rapid turnaround time is essential and contains other specific information about your require- ments. Priority memorandums should be signed by division Assistant Comptrollers General (ACGS)or Directors for Planning and Reporting (P&R) and addressed to OPC’SProduction Manager, who can schedule OPC’Swork load and call upon contractors to accommodate your request. (Sample memorandums appear in figs. 2 and 3.) For the best and fastest service, contact OK’S Customer Service Desk (275-6454, rm. 4411) before sending your memorandum to let the PM Unit know that you need priority handling. Include the dates and times negotiated in your memorandum. ‘TOget help or servicefrom our Video&nnwnications Branchor our Photographysection.contact them directly. (seetable 1 on p. 10.) Page 11 GAO/OPC9&1 Publishing Survival Guide Part2 OPCServices for Report-sand Other Au&/Evaluation Products Figure 2: Memorandum to Request Priority Typesetting and Printing Services Memorandum Date : March 15, 1990 TO: Acting Production Manager, OPC - Kathleen E. Kevl in horn: ACG for HRD - Lawrence H. Thompson Subject: Request for Priority Typesetting and/or Printing Services - HRD-98-45 HRD is requesting priority typesetting and printing services for [report number and title]. This report needs priority handling because The report contains pages r figures, and tables. The total number of printed copies needed is -0 We will deliver our disks and final report package to Customer Service (rm. 4411) and GAO Forms 312-a and 312-b (OPC’s customer requisitions for report typesetting and printing) by [time] on [date]. cc: Jaime Lleras, Manager, Automated Services, OPC , (Issue Area Director, 275-xxxx) , (Editor, 275-xxxx) , (Managing Editor, 275-xxxx) Opr8tmns lmpmvemcnt Page 12 GAO/OPGBW Publishing Survival Guide Part2 OF’C Servtcea for Reports md Other Audit/Evahution Prodnct~ Fiaure 3: Memorandum to Request Priority Graphics Servicer Memorandum Dete: February 28, 1998 TO: Acting Production Manager, OPC - Kathleen E. Kevl in horn: Director of PhR. RCED - Keith 0. Fultz Subject: Request for Priority Graphics Services RCED is requesting priority handling for (number of pieces] graphics. We will need (state what is needed, e.g., 35-ma slides, illustrations, 28- x 38- or 38- x 6B-inch presentation boards]. These graphics need priority handling because . We will deliver Form 312-a (OPC’s customer requisition for graphics services) to Customer Service (rm. 4411) by [time] on [date]. We need to have the graphics completed by [date]. If you need more information, please call [name and telephone number of contact person]. cc: , (division contact person, 275-xxxx) Page 13 GAO/OPGWl Pubrthing Survive Guide Part2 OF’C Services for Reports and Other Audit/Evaluation Products Sometimes OPCwill not be able to approve a request for priority han- dling. Our ability to do so hinges on current work load, the number of priorities already in the pipeline, the availability of contractor services, and budget considerations. Be assured that we will take into account the urgency of your need, as well as the considerations just mentioned, when making our decision. Customers’ Priority work, which is funded from OPC’S budget, usually costs signifi- cantly more than routine work. Divisions and offices should therefore Responsibilities look closely at their priority needs so that we can plan for and schedule your work in the most cost-effective manner. Customers should also remember that priority work often delays the production of routine work and that OPCdoes not automatically grant priority status to prepublished reports. provides an array of production graphics to support both audit and Report and Production OFC nonaudit publications. These services range from work produced in- Graphics house by staff in our Automated Services Branch (ASB) and externally by commercial contractors to the graphics that customers produce them- selves, using the self-service software developed by our Applied Tech- nology Unit (ATU). To request graphic services from OPC,use Form 312-a, available at our Customer Service Desk (or from the Supply Center, rm. 381 l), and bring your request to the PM Unit. (See also GAO’S Communi- cations Manual, ch. 12.9.) Customers’ Before sending graphics work to either ASB or a contractor, the PM Unit Responsibilities quality-checks your job to ensure that ASB or the vendor will understand the request and that all pieces of the job have been included with the requisition. Although both ASB and the PM Unit staff quality-check com- pleted jobs, customers are responsible for proofreading all completed graphics work. In-House Production The graphics ASB staff produce, and the standards to which they must Graphics: Services and adhere for both reports and nonaudit products, are covered in GAO’S Visual Communication Standards. Most requests for ASB’S graphics ser- TATS vices require 5 workdays; such requests include . cleaning up or redrawing illustrations for fact sheets and briefing reports that are not typeset, Page 14 GAO/OpC90-I Publihing Survival Guide Put2 OPC Senicea for Report8 8nd Other Audit/Evdu8don Pruducta . pasting up flysheets and illustrations for fact sheets and briefing reports when customers cannot do this, making major changes to already prepared art, preparing tabs, and creating nonautomated charts and graphs. ASB also provides some services- for both audit and nonaudit prod- ucts-within 2 workdays: photostats of artwork, certificate calligraphy (involving 12 or fewer pieces), photograph and artwork sizing, minor changes and corrections to previously produced artwork, and letterhead preparation. ASB makes cover-plates for nontypeset reports in 1 workday. 354~11 Slides Produced F’rom ASB uses automated equipment to generate film for 35-mm color slides TextFrame from TextFrame materials. (For a discussion of TextFrame, see “Self- Service GAO Graphics Software,” p. 16.) The actual 35-mm color slides are processed by a contractor and are ready for customers within 24 hours. (Orders for more than 60 slides or multiple copies of slides may take 2 to 3 workdays.) You may request this service at the Customer Service Desk by filling out Form 312-a. OFCpolicy requires that cus- \ tomers have all TextFrame materials edited before we accept them for production. This policy helps ensure that your materials are accurate and error-free before money is spent to manufacture the slides. Contracted Production Staff in the PM Unit contract out requests for graphics that ASB staff Graphics: Services and cannot handle because of their work load or because the request is for a service unavailable in-house. The commercial firms that do this work TATS must adhere to GAO'S Visual Communication Standards. Most contracted graphics work requires 5 workdays to produce. When necessary, the PM Unit can procure rush service, provided you request it in a memorandum. (See “Requests for priority Report Services,” p. 11.) Our graphics vendors are not required by any contractual terms to work or deliver jobs to GAO at night, on weekends, or on holidays. The following kinds of work, which are not available in-house, are all contracted: P8gel5 GAO/OPCB@1PublMdngSurvivalGuide Put2 OPC Servicea for Reports and Other Audit/Evaluation Pmducta l 20- x 30-, 30- x 40-, and 40- x 60-inch presentation boards; l charts and graphs that cannot be generated using InstantChart (i.e., flowcharts, organization charts, and charts with too many plotting points); . all charts, graphs, illustrations, and tables for 35-mm slides and transparencies; l special-events posters and large signs; and . complex technical drawings. Self-Servi.ceGAO Graphics Our Applied Technology Unit develops graphics software for use GAO- wide in reports and other audit and evaluation-related products. ATU'S Software packages adhere to GAO'S visual standards and are designed for self-ser- vice use. To help serve our customers better by reducing production time, ATU has produced four packages for reports and for presentations to support audits. Each package can be used at your own PC.The final product can then be printed-as camera-ready copy suitable for publi- cation or as handouts-on a laser printer in 0~6s Publishing and Com- munications Service Center (located in ASB, rm. 4432) or in divisions’ centers. You can obtain these four programs, described below, from the Publishing and Communications Service Center or from your organiza- tion’s technical assistance group. . InstantChart enables GAO staff to create a variety of graphs suitable for publication in reports. Examples of InstantChart output are available in the Publishing and Communications Service Center and at the Customer Service Desk, room 4411. (They also appear as app. III of this manual.) l TextFrame enables employees to produce text for transparencies, hand- outs, and 35-mm slides. OPC'S TextFrame: Policies and Instructions for Producing Presentation Materials (GAO/• PG~W) contains complete instructions for this product. Copies are available at the Customer Ser- vice Desk. . U.S. Map Program enables users to produce a map of the United States-shading any of the 50 states-appropriate for use in audit reports and for presentations. l BadgeMaker enables users to produce badges; similar self-service pro- grams available in the Publishing and Communications Service Center allow users to produce door plates and tent cards. OFC’Spolicy is that, whenever possible, customers generate their own graphics using the automated products that opt develops for the agency. Doing work in-house rather than contracting for it ensures adherence to GAO'S visual standards and saves time and money. Page 16 GAO/OKX@l Pubullbing Survival Guide Put2 OPCServi~fffRe~udOther Audlt/J3valuadon Pmducts Report Photography In-House Services OPC’SPhotography Section is part of our Graphic Design Branch (GDB). Our photographers can take pictures to enhance audit data. Such photo- graphs are particularly useful when complex descriptions of visually detailed subjects are required. In addition, photographic images are often more readily accepted as evidence than written descriptions and thus can support the data effectively. GDB staff can photograph objects or people and interiors or exteriors wherever the need arises. They can also make black-and-white prints from 35-mm or 2-1/4inch-format negatives. The staffs expertise helps ensure that the photographs used in audit reports will be detailed and clear and will present good visual information when the report is printed. When requesting photography for audit/evaluation projects, plan care- fully so that the photographer’s time can be productively used. Contact GDB early to schedule shoots outside Washington, DC. Use of Color Photographs The Joint Committee on Printing limits the printing of color photographs to save printing costs. Special approval is required to use color photos in in Reports reports or in any other printed product. To get such permission, write a short memorandum from the issue-area director in charge of the report to the Director, OX. Explain why the color photos would enhance the report’s effectiveness, and attach the photos (slides or color prints are acceptable). If the Director, OPC, approves your request, include a copy of the memorandum with the report package when you bring it to the Customer Service Desk for type- setting and printing. All reports, except classified reports and some fact sheets and briefing Report Typesetting reports, are typeset and must go through ASB to be coded and telecom- municated to our report typesetting contractor. To request report type- setting, use Form 3 12-a and bring your typesetting package to the Customer Service Desk in the PM Unit. (See also GAO'S Communications Manual, ch. 12.14.) P8ge 17 GAo/oPc-fm Pubhhhg survlv~Guide Part2 OPCServicea for Reports and Other AuditDCvahation Pmdncts Customers’ OK’S policy is for customers to prepare report disks according to the instructions in Typeset Documents: WordPerfect and Design Instruc- Responsibilities: Preparing tions (GAO/• PC-SO-Z).Copies are available at the Customer Service Desk, Report Disks room 4411. This policy is essential because, without a correctly pre- pared disk, ASB cannot telecommunicate the report text and provide you with typeset report pages.2 Table 2 lists the items you should put in the report typesetting package so OFCcan correctly and quickly turn your draft report into a profes- sional-looking typeset publication. This list, which also applies to nonaudit typeset documents, appears on page 9 of Typeset Documents. Customers are also responsible for providing OPC with the best quality possible of request letters, agency comment letters, and any other art- work not made or contracted for by OK Table 2: Checklist for Report Typesetting Package Before putting the report typesetting package together: [I Duplicate the report disk(s). Retain a copy. [I Print the file index for InstantChart, TextFrame, or Map Program. [I Duplicate and provide, on separate disk(s), any InstantChart, TextFrame, or Map Program files. II Label all the disk(s) with the report title and number [I Print the report’s index of files. [I Number the disk(s). Then put these items into the report typesetting package and bring it to the Customer Service Desk: [I GAO Form 312-a, OPC Automated and Production [I Separate disk(s) containing InstantChart, TextFrame, or Graphrc Services (Use the “Typeset Reports” portion Map Program with a hard copy of artwork and the of the form.) index(es) [I GAO Form 312-b, OPC Printing and Distribution [I Original request letter(s), comment letters, artwork, and Services (Use the “Report Printing” portion.) photos [I GAO Form 47, OPC Printing Release (the “pink” card) [I Alphabetical list of abbreviations and acronyms on the hard copy of report and on the disk (Indicate on the [I One set of the report disk(s) with a hard copy of Form 312-a if the report has no abbreviations or index(es) acronyms.) [I Two hard copies of the report [I A signed memorandum requesting prionty sewices, if applicable [I Original signature in black ink of person srgnrng the report, if other than usual signer (i.e., issue-area directors, office heads, and division ACGs) ‘The ‘hining Institute offers a one-half day course,“Preparing WordPerfectDocumentsfor Typeset- ting.” Call 275-9252for moreinformation. P8ge 16 GAO/OPCWM Publbhhg Sumival Guide Put2 OPC service8 for Report9 8nd other Audit/Evdution Producta TATS for Typeset Reports Table 3 shows routine turnaround times (in workdays) for typesetting GAO reports. The TATS do not include the time divisions take to proofread and Other Audit-Related page proofs or to check final, camera-ready report pages (repros). The Products TATS also presuppose that a report needs only one set of page proofs and one set of repros. ASB staff send page-proof corrections to the typesetting contractor on the same day they receive them from division editors-provided proofs are returned by 3 p.m. and do not contain copious changes. Copious changes in page proofs often require a second set of proofs, which adds 1 workday to the turnaround time. The typesetting contractor delivers the repros by lo:30 a.m., 1 workday after receiving the corrections from ASB. Provided the final report is shorter than 100 pages and contains only a few fly sheets and graphics, ASB staff usually send the camera-ready report to the PM Unit for printing on the day they finish final prepara- tion and the division’s editor approves the job for printing. Approval may be the same day as the repros are delivered or later, depending on whether changes to the repros are required. Changes made to repros add 1 additional workday to the TAT for either the typesetting contractor or ASB. TAT for Priorities Priority typesetting must be requested in a memorandum signed by divi- sion ACGSor directors for P&R. (See “Requests for Priority Report Ser- vices,” p. 11.) If OFCcan handle your typesetting request as a priority, your job will be processed as a “schedule 3,” which means that the con- tractor delivers the proofs by lo:30 a.m., rather than by 4:30 p.m., as shown in table 3. Customers’ Roth ASB and the PM Unit staff quality-check typeset reports to ensure Responsibilities that all pieces of the job are assembled and camera-ready and that covers and pagination are correct. OPC does not, however, proofread reports: Division editors or other customers designated by divisions are responsible for ensuring that no typesetting or substantive errors appear on the report pages. (See “Printed Reports That Contain Errors,” p. 23.) Customers must sign their approval (on Form 312-a) of the camera-ready pieces before ASB delivers the report to the PM Unit for printing. . P8gelB Part2 OPC Servicea for Reportr 814 Other Audit/Evaluation Prodmta -., -_.-,- ---_-, - - Table 3: Routine TATS for Typeset Reports and Other Audit-related Products Total ;g+;gO ASB codes/ Page proofs ASB final workdays’ Pages Tables. transmits ready Repros ready prwb TAT lo:30 a.m., 1 workday after Fx by None or few Day 2, corrections sent to typesetting 2 to3 < 100 numeric Day 1 4:30 p.m contractor 1 workday workdays Day 1 by 1030 a.m., 1 workday after 2 p.m. None or few Day 3, corrections sent to typesetting 3 to 4 < 100 numeric Day 2 4:30 p.m. contractor 1 workday workdays Day 1 by 1030 a.m., 1 workday after 9 a.m. > 5 text or Day 3 or 4. corrections sent to typesetting 4 to 6 L 100 mixed’ Day 2 or 3 4.30 p.m. contractor 2 workdays workdays Day 1 by lo:30 a.m., 1 workday after 2 pm > 5 text or Day 4, corrections sent to typesetting 2 100 mIxeda Day 2 or 3 430 p.m. contractor 2 workdays 5 workdays Day 1 by Covers 2 0.m. or-W Day 1 None Day 2,10:30 a.m. < 4 hrs. 1 workday aFor reports with complex, mlxed (text and numenc) tables, add 1 workday for each additIonal five tables. bFlnal preparation beglns after the repros are delivered to ASB. Final prep Includes ASB’s time to paste up artwork and fly sheets and the time divisions take to check the final report pages before ASB takes them to the PM Unit for pnntlng. Tovers for fact sheets and bnefing reports that are not typeset are handled separately by ASB Disks are not required. Report covers requested after 2 p.m. may not be available until the second workday. To request report printing, fill out Form 312-b (use the “Report Report Printing Printing” portion). If your report has been typeset, ASB will take the camera copy to the Customer Service Desk in the PM Unit; otherwise, deliver your typed manuscript to the PM Unit yourself. (Request covers for nontypeset reports before requesting that the job be printed.) GAO reports are either printed in-house by the Document Production Branch (DPB) or contracted out. priority printing must be requested in a memorandum signed by division MXS or directors for P&R. (See “Requests for Priority Report Services,” p. 11.) Table 4 shows routine and priority TATS (in workdays) by printer. In-House Report Printing Due to the limitations of our bindery equipment, DPB cannot print reports that exceed 60 original pages. These reports are always printed by a contractor. Pyle20 GAO/OPC9@lhblbhingSurvivalGuide OPCServicea for Reporta and Other Audit/Evaluation Producta TATSfor Routine and Priotity Routine TAT is 3 workdays, provided the PM Unit receives the camera- Reports ready report no later than 1 p.m. on day 1. For example, a report sent to the printing plant by 1 p.m. on Tuesday will be printed by 1 p.m. on Friday. (Midday Tuesday through midday Friday is 3 workdays.) TAT for priorities is 2 workdays, provided the PM Unit receives the report no later than 1 p.m. on day 1. For example, a report that arrives at the PM Unit by 1 p.m. on Monday will be printed by 1 p.m. on Wednesday. Reports containing black-and-white photographs require an extra workday in the plant. (See p. 22 for turnaround time for printing reports with color photographs.) Contracted Report Printing The PM Unit handles two commercial Government Printing Office (GPO) contracts used for printing GAO audit reports. Roth printers are equipped to print black-and-white photographs and reports up to 300 original pages. Roth contracts are single-award, direct-deal, which means that the same vendors print all the jobs, and the PM Unit contacts them directly, without first going through GPO. TAT for Routine Reports For routine reports, the PM Unit uses contract 646, a printer who delivers reports within 3 workdays, provided the PM Unit receives the report by 1 p.m. on day 1. The PM Unit cannot stipulate exactly when on day 3 the reports will be delivered, but according to the terms of the contract, printed copies are to be delivered to OPCby 3 p.m. TAT for Priority Reports For priorities, the PM Unit can use contract 156, a printer who delivers printed reports within 24 hours, provided the PM Unit receives the report by 1 p.m. on day 1. The 156 contract is for priority reports only, and its use must be justified by a memorandum and approved by OPC’S Production Manager. (See “Requests for Priority Report Services,” p. 11.) If OPCcannot grant the priority request because we already have several priorities in the pipeline, we inform the division that priority service is not possible. Blueline Proofs for Routine 01%can provide blueline proofs of pages with black-and-white photo- ReportsWith Black-and-White graphs for reports printed on contract 646. A blueline proof is made Photographs before the job is printed. What you see on the blueline will not help you determine the quality of the printing, but it will permit you to check P8ge 21 GAO/OPGg@l Publhhing Survival Guide Part2 OPC Services for Reports and Other Audit/Evaluation Products Table 4: Report Printing TATS by Printer Routine reports Initial Editors’ approval copy available FAFl printing distribution Camera-ready copy to PM Unit To DPB. at Customer Service Desk begins Day 1 by 1 p.m. Day 1 Day 4 by 4 p.m 3 workdays Day report IS dated0 Initial Editors’ approval copy available pAyI printing distribution Camera-ready copy to PM Unit To contract 645 at Customer Service Desk begins Day 1 by 1 p.m. Day 1 Day 4 by 4 p m. 3 workdays Day report IS datedb Priority reports Initial Editors’ ap roval copy available at FAFl printing distribution Camera-ready copy to PM Unit To DPB. Customer c ervice Desk begins Day 1 by 1 p.m. Day 1 Day 3 by 4 p m. 2 workdays Day report IS datedb Initial Editors’ approval copy available FAt$ printing distribution Camera-ready copy to PM Unit To contract 166 at Customer Service Desk begins Day 1 by 1 p m. Day 1 Day 2 by 4 p m. 1 workday Day report IS dated0 “Add 1 workday for reports with black-and-white photographs. blnltlal distribution usually takes place the workday after the report IS printed. (See “Determmmg Report Issue Dates and Scheduling Report Distnbutlon” and “Issue Dates for Prepubllshed Reports, p 26 ) that photographs are correctly positioned on the page. If you want this service, let the Customer Service Desk know when you bring the report in for typesetting and be sure to note it on the Form 3 12-b. Customers have 2 workdays to review the proofs and return them, with the editor’s signature, to the Customer Service Desk. Our commercial printer will not resume production until the proofs are returned. Blue- lines add 3 to 4 workdays to the routine TAT-~ extra workday for the printer, 1 workday for transportation between GAO and the printer, and 1 to 2 workdays for customer review. TAT for Reports With Color Printing TAT for reports with color photographs is a minimum of 12 Photographs workdays. Such reports can only be printed commercially and must be contracted for individually through GPObecause neither the 645 nor the 166 contract covers the printing of color photographs. Generally, the PM Unit needs an extra day to negotiate with GPOand to make sure a quali- fied commercial printer is selected. Use of color photos must first be Pagea2 GAO/OPCWl Publlshlng Survival Guide Part2 OPC Servkes for Reports and Other Audit/Evaluation Products approved by the Director, OX. (See “Use of Color Photographs in Reports,” p. 17.) Printed Reports That Contain Errors Printers’ Errors The PM Unit staff quality-check reports printed on contract by exam- ining a random sample of the copies as soon as the printer delivers them. Random-sample checking is the procedure established for federal agen- cies by GPO. (DPB staff quality-check copies printed in-house as they come off the presses and are completed in the bindery.) If PM Unit staff detect serious printers’ errors in the random sample- such as missing or duplicated pages, crooked images, substandard binding, or an image too light to be read-they will notify OPC’SDistribu- tion Section in writing that the report is not ready for distribution and arrange for all copies of the report to be destroyed. The division’s editor is informed of the problem and the report is then reprinted at the printer’s expense. Since checking a random sample of printed reports does not guarantee finding every report with an error, some report copies with printers’ errors may go undetected until the report is in the hands of the recipi- ents. In such cases, OPC’Spolicy is not to reprint the report but to furnish the recipients with error-free copies. (To obtain copies of published reports, see “Report Copies Maintained and Distributed by Contractor,” p. 29.) ~Customers’Errors Found Before Sometimes division editors or evaluators discover errors in a printed Distribution report before it is distributed. If the error is substantive, like a wrongly reported increase or decrease in spending or savings, OPCwill correct the error and reprint the job. OFC’Sprocedure is for the PM Unit to make sure the report copies are destroyed immediately, arrange to have the mis- take corrected, and reprint the job. In such cases, OPC may ask the responsible division to pay for the reprinting. Before carrying out this procedure, our policy is to require a memo- randum from the division ACGto the Director, OK, explaining what errors need to be corrected. This policy is in effect because OPCcannot make substantive revisions to reports without authorization from the cognizant division’s top management. Page 38 GAO/OPC6W Pabiiablng Survlvd Guide Put2 OPC Servim for Reports and Other Audit/JZvahation Products If the error is not substantive (e.g., a misspelled word or transposed let- ters), OFC’Spolicy is not to correct and reprint the report because of the time and expense involved and because the substantive message of the report is not impaired. Customers’ Errors Found After If a substantive error is discovered after the report has been distributed, Distribution the division issuing the report prepares an errata sheet in accordance with the policy in GAO’S Communications Manual, ch. 12.14. The errata sheet (see fig. 4 for a sample) must be mailed to all recipients listed on GAO Forms 115, and the sheet has to be manually inserted into the reserve-stock copies warehoused in Gaithersburg. (See “Report Distribu- tion,” p. 26.) OFCrarely has the resources available to insert and mail errata sheets and usually asks divisions to handle this task. Page 24 GAO/OPCSW Pubiiehing Survival Guide Part2 OPCservicea for Reports 8nd other Audit/Evduatioa Pmducta Figure 4: Sample Errata Sheet united St8tea GAO Geneml Accounting OfIke Wuhington. D.C. 2OlM NatIonal Security and InternatIonal Maim Division ERRATA General Accounting Office CONTRACT PRICING Material Prices Overstated in Pershing II Contract GAO/NSIAD-87-41 January 38, 1987 The dollar amount on page 7, paragraph 2, line 1 should be $1,288,544. The appendix that begins on page 13 should be numbered III. Paul F. Math Associate Director Page26 GAO/Owl PllbUsbing !3urvival Guide Part2 OPC Servicea for Reports and Other Audit/Jhluation Producta GAO does not generally revise audit reports when reprinting to replenish depleted stock. If a division finds substantive errors in a report and wants to correct them for a later reprinting because the reserve stock is depleted, it should prepare an errata sheet. (See above.) In such cases, OPCwill print the errata sheet and bind it into the report. (See also ch. 12.14 of GAO’S Communications Manual, which discusses reissued reports.) OK’S policy is to distribute a report after the division has assured us Report Distribution that the report is ready for distribution. Therefore, once PM Unit staff have performed their quality check, they furnish division writer-editors with a sample printed copy at the Customer Service Desk. Writer-editors must approve the sample and sign Form 47 before the report can be distributed. (See also GAO’S Communications Manual, chs. 12.6 and 12.14.) Determining Report Issue PM Unit staff determine the report issue date, which is the date printed on the report’s basic transmittal letter. The staff’s decisions are based Dates and Scheduling primarily on the scheduled work load for OPC’SDistribution Unit. For Report Distribution example, ooD9o-39, a routine report that has not been prepublished, is ready for contract printing on May 1. Normally, PM Unit staff would schedule the job to be delivered 3 workdays later, on May 4. However, because opt’s work schedule shows that five other audit reports are already in production and scheduled for distribution on Friday, May 5, the PM Unit staff date c&n-go-39for Monday, May 8. When printed copies of GGD'S report are delivered, they wait in line for 1 workday, behind the other reports, to be distributed on the next workday, May 8. The PM Unit’s customary procedure is to schedule distribution at least 1 workday after printed copies are delivered to OFC.(See table 3, p. 20.) This allows the PM Unit staff enough time to quality-check the printed copies and to contact the division’s editor to approve them for distribution. IssueDatesfor Prepublished The typeset versions of prepublished reports always carry the same Reports date as the typewritten versions. The typeset versions are distributed as soon as possible, usually within 1 or 2 workdays after the printed copies are delivered to OPC or finished in our printing plant. Prepublished reports do not automatically receive priority handling from OPC.(See also GAO’S Communications Manual, ch. 12.14.) . Page 26 GAO/OPCS@l Publishing Survival Guide -. Part2 OPC Services for Reports and Other Audit/Evaluation Product8 Backdated Reports opt will backdate GAO reports if written approval has been granted by the Director of the Office of Congressional Relations (OCR). As a general rule, permission to backdate is given at the end of the fiscal year when OX experiences a surge in report production. Toward the end of each fiscal year, we issue a reminder (see fig. 5) to division and office heads. Report Copies Dish-i.buted The Mail and Distribution Section, which consists of the Mail Center and the Distribution Unit, is part of the Document Production Branch. (See by OPC’sMail and fig. 1, p. 9.) The primary responsibility of the Distribution Unit staff is Distribution Section to prepare reports for distribution according to the instructions that divisions provide on GAO Forms 115. The Unit does not stock or provide GAO employees with copies of reports. (See “Report Copies Maintained and Distributed by Contractor,” p. 29.) The messengers in the Mail Center are responsible for delivering copies of reports to the Hill, to GAO staff at audit sites in the offices of executive-branch agencies, and to agency officials. Division staff are responsible for preparing nonbasic transmittal docu- ments and filling out the Forms 115 (available in their divisions and from the Supply Center) and taking both directly to the Distribution Unit (r-m. 4026) on or before the day the report goes to the PM Unit for printing. Initial and Subsequent Report distribution is handled in two phases-initial and subsequent. Distribution The physical task of preparing and distributing reports is split in this way so that a small number of copies of a newly published audit report can be distributed immediately, with the bulk of the distribution to follow later. Initial distribution involves . external recipients (members of the Congress who requested the assign- ment and need the report as soon as it is printed); . top federal agency officials, particularly those whose agencies the assignment affects; and l internal recipients (GAO management and selected audit sites and regional offices). Initial distribution is time critical because OPC guarantees same-day delivery of reports to congressional requesters. To meet this objective, Page 27 GAO/OPC9O-1 Publishing Survival Guide - Part2 OPC Services for Reportd and Other Audit/Evaluation Producta Figure 5: Reminder Memorandum to Division and Office Heads About Backdated Reports . ,. - -. -, - . Memorandum Date: September 8, 1989 TO: Heads of Divisions and Offices From: Director, OCR - Thomas Hagenstad Acting Director, OPC - Michael Speer Subject : Year-End Report Publication The end of the fiscal year always produces a surge in report production requests. OPC will try to fulfill all needs in this area. We feel that we can be reasonably assured of report issuance in the current fiscal year if your material is turned in to the Customer Service Desk (rm. 4411) before September 15. Any reports submitted after that date, even if accompanied by a memo requesting priority handling, cannot be guaranteed publication before September 38. If you produce a report in the month of October, and you must backdate it for the month of September 1989, you will need to obtain written approval to do so from the Office of Congressional Relations and provide that to OPC. Thank you for your help and understanding. cc: ACG/Ops OPC Managers Division Managing Editor Page 28 GAO/OPC9&1 Publlsbing Survival Guide Part2 OPC Services for Beports and Other Audit/Emluation Producta OPC'S Mail and Distribution Section must ensure that reports are delivered on the date printed on the basic transmittal letter: the report issue date. The Mail and Distribution Section can process four to six initial distribu- tions per day; two or three reports can be scheduled for morning delivery, and two or three can be scheduled for afternoon delivery. After the Distribution Unit staff carry out the instructions on the Forms 115, messengers in the Mail Center make local deliveries of the reports at 9:30 a.m. and 1:30 p.m. (If divisions wish to hand-carry reports to the requester, they can so indicate on the Forms 115.) GAO headquarters per- sonnel receive their initial-distribution report copies through GAO'S internal mail. Reports to regional offices are sent pouch mail via the Postal Service from the Mail Center daily. (See also “Mail and Messenger Service,” p. 42.) Subsequent distribution is performed within 24 hours after initial distri- bution or within 24 hours after a restricted report has been released by the Office of Congressional Relations. However, subsequent distribution does not supersede the initial distribution of another report. Since subse- quent-distribution report recipients are typically individuals or organi- zations who do not require copies immediately, OPC does not provide them with messenger service. External recipients receive their copies as first-class mail; GAO employees receive theirs by Mail Center messenger. Report Copies Maintained After the initial and subsequent distributions are completed, the Distri- bution Unit sends alI the reserve-stock copies to the Document Handling and Distributed by Information Facility, operated by General Electric (GE) Government Ser- Contractor vices. GE personnel store the reports and process requests for them from the public, the Congress, GAO employees, and other government agencies. The contractor operates two sites: the Document Distribution Center (rm. 1000 in the GAO headquarters building), which provides a counter pickup service, and a warehouse/mailing facility in Gaithersburg, Maryland. GAO employees who want copies of audit reports can order them at the counter in room 1000, where current reports are kept. Less current reports are shipped from the Gaithersburg facility and are usually avail- able in room 1000 within 1 to 2 workdays. Large quantities of reserve- stock copies may take longer. To order copies by telephone, call 275- 6241. Page 29 GAO/OPCSO-1Publishing Survival Guide Part2 OPC Servicea for Reports and Other Audit/Evaluation Products Report Reprints by GE Government Services. Reprints are usually required because reserve-stock copies have been depleted and GE continues to receive fre- quent requests for the report. When this happens, GE forwards a reprint request to the PM Unit, and the report camera copy, maintained in the PM Unit, is prepared for reprinting. Reprinted report copies are shipped to the Gaithersburg warehouse. Videotaped versions of GAO audit reports are developed and produced by Video Reports OFC’SVideo Communications Branch (VCB). VCB can schedule the produc- tion of about 4 to 6 video reports annually. (To obtain approvals for video reports, see GAO'S Communications Manual, ch. 12.16.) Developing the Script Developing the script is a collaborative effort between VCB and the cus- tomer: VCB staff work with customers to help them create the best script possible to meet their communication needs. The first step is to establish a message-or theme -in words, not pictures, which come later. The staff ask customers to write down what they want to say in a short paragraph. VCB staff ask a lot of questions to help determine the form of the mes- sage. Is the tape a stand-alone presentation, or will it be introduced and responded to by a facilitator? Who is the audience? How large is it? What is the audience’s subject knowledge? Is this program expected to have a short or long shelf life? How long should the program be? What kind of budget is available? When is the program needed? With this information, VCB staff can advise on the project’s feasibility. Once the message and the form are clear, script writing begins. Since the customer is the subject matter expert, the first draft is almost com- pletely the customer’s responsibility. VCB staff and the customer then collaboratively refine the first draft, concentrating on content and struc- ture. Reaching a final script usually requires many drafts. VCB'S primary role during this script development process is to help the customer write in a style that is easy to hear rather than easy to read. VCBstaff make suggestions for writing dialogue that is natural and rein- forces the visual element of the video report. Pave 30 GAO/OPC9@1 Publishing Survival Guide Part2 OPC Services for Reporte and Other Audit/Evaluation Products Integrating Sound and Once the script is complete, a story board (a panel with one column for the audio and one for the video elements) is created. This story board is Visuals necessary to effectively integrate the two elements of sound and picture. At this point, VCB staff insert the script into the audio column and the visual ideas into the video column. Decisions are made on graphics, live action, interviews, stock footage, stills, and other visual elements. The customer then refines and approves this story board. Budget Responsibility Once the story board is approved by the customer’s division ACG, VCB develops a final budget. VCB pays for staff time, equipment, and routine materials, such as blank videotape and routine duplication. All out-of- pocket expenses, such as travel, special graphics, actors, narrators, music rights, fees, and other expenses are the customer’s responsibility if arrangements have not previously been made to include funds for these in OPC’Sbudget. Producing the Final For the most part, obtaining permission for videotaping locations, sched- uling interviews, and gathering materials like photographs, news clip- Videotape pings, and reports is the customer’s responsibility. Taping the video is VCB'S responsibility. When the videotaping is complete, final editing begins. For some pro- grams, the customer may wish to be closely involved in the editing pro- cess; for others, this may be unnecessary. The important thing for customers to remember about video editing is that it is not like film editing in which cutting and splicing can occur at any point in the pro- gram. Making changes in videotape can be time consuming because sound and visual elements are recorded from start to finish on a finite length of videotape. As a result, changes may necessitate that every- thing coming before or after the change be completely re-edited. This is why an approved final script is so important to delivering the video on schedule. Depending on scheduling, work load, and program complexity, a fin- ished video generally takes about 6 to 8 weeks to deliver after final script approval. Page 31 GAO/OPCSO-1 Publishing Survival Guide Part 3 OPCServicesfor Nonaudit Products opt produces many nonaudit products that support and enhance the work of GAO’S diverse nonaudit programs and projects. On a regular basis, we publish the Comptroller General’s Annual Report, GAO Journal, the Decisions of the Comptroller General of the United States, and Reports and Testimony. We also produce training materials, policy docu- ments,’ job vacancy announcements and other recruiting materials, questionnaires, posters, brochures, fliers, presentation boards, slide shows, videotapes, and GAO forms. Most nonaudit products are designed and produced according to GAO'S Visual Communication Standards. Customers’ Responsibilities Requisition Forms Customers charged with producing the more straightforward nonaudit products, such as vacancy announcements or presentation boards, should use the appropriate opt requisition form at the Customer Service Desk. PM Unit staff are available to help you with the forms. They will tell you how long a job will take and what OX needs from you to pro- duce your job. (See app. I for a list and description of opt requisition forms.) Preliminary Meeting Customers responsible for coordinating more complex projects-such as special publications or projects that involve slides, video, or the like- should set up a preliminary meeting with OK’S Production Manager as soon as they know they will be responsible for the publication or the- project. These products generally consume much more time and resources than reports or other types of nonaudit products. A meeting with the Production Manager is particularly helpful when the project involves many pieces, when it seems complex for other reasons, or even when the customer simply wants advice on how to proceed. Our Produc- tion Manager will elicit much of the information from the customer that 0% needs to begin planning and will share it with OK’S branch and unit managers. The managers will then determine how opt will use its resources to carry out the project and, if necessary, will select an opt ‘Policy-relateddocumentsmust beclearedby the Office of Policy. For moreinformation, refer to GAO Order 0170.3,“Advance Review and Clearanceof Audit, Evaluation,Accounting,or Reporting Policy and Relatedlhcuments.” Page 32 GAO/OPCg@l Publishing Survival Guide Part3 OPC Services for Nonaudit Products project manager to work directly with you to shepherd your project through the publishing process. For complex projects, early collaboration between the customer and OPC is essential to avoid inefficient and duplicative work for all involved, to meet project deadlines, and to produce a product of high quality. Transferring Funds Sometimes we ask customers to transfer funds to OPC to pay for particu- larly expensive products (such as those created for Black History Month and GAO'S annual management conference) or products we did not know about when we developed OFT’S budget (such as a specially designed, multicolor publication like Controlling Drug Abuse: A Status Report). If your product falls into either of the above categories, your OPCproject manager or OPC’SProduction Manager will discuss it with you. If OFC needs funds from your organization to produce your product, we will estimate the cost of your project. Your administrative officer should contact OFC’SSpecial Assistant for Administration (275-1272) who will confirm the procedures for transferring funds to OPC. Your administra- tive officer should notify the Office of Budget to make the funds transfer and send OPCa copy of the notification. OPC’Smanagers meet several times weekly to plan and manage GAO'S OPC’sResponsibilities: more complex nonaudit projects. The managers assign an OPCstaffer to Project Management serve as project manager on projects that . involve several products or products that are without precedent, such as the Comptroller General’s transition reports and the National Advisory Commission on Law Enforcement report; l pertain to a special, highly visible event, such as GAO'S annual manage- ment conference and Hispanic Heritage Month; or l are complex and require extensive coordination among OPC’S branches and units. OK’S project managers are responsible for . working out a production schedule with the customer and OPC’Srelevant branches, . seeing that the project stays within budget, l coordinating work during the project’s various phases, . Page 33 GAO/OPCSO-1 Publishing Survival Guide Part3 OPC !3ervicea for Nonaudit Products . informing the customer and involved opt staff and managers of the pro- ject’s status, . helping the customer complete OPC’Srequisition forms, l troubleshooting if needed, and l serving as the single contact for the customer. OPC’SWriting Resources Branch (WRB) helps GAO'S nonaudit organiza- Writing and Editing tions create professionally written publications and video scripts. (Occa- Services sionally, WRB accepts projects from divisions whose work loads are temporarily too heavy.) WRB staff are available to work with customers to develop appropriate format and organization, to develop or revise an outline, and to draft portions of the product (message design). If customers come to WRB with a manuscript already written, WRB staff can analyze it for logic, organi- zation, and tone (publication analysis) and work with the customer to improve it. WRB staff can also improve documents by editing for clarity, consistency, and GAO style and by eliminating jargon and redundancy. Requests for w&s services should be made by submitting Form 3 12-c to the Customer Service Desk. WRB staff then review the request and esti- mate the job’s TAT on the basis of the branch’s work load and the length and complexity of the work involved. If the requested TAT is not feasible, WRBcontacts the customer and negotiates a TAT acceptable to both par- ties. WRB also elicits any special needs or concerns the customer may have. WRB staff then edit the manuscript, often meeting with the cus- tomer at least once to discuss the project and ask questions. When the edit is fished, WEB notifies the customer, who picks up the document in WRB, confers with the writer-editor, and signs the requisition signifying the job’s completion. Work That Must Be Edited OFC’Spolicy requires that WRB edit certain nonaudit materials before opt will typeset them, prepare them as final camera-ready copy, or print them. This policy ensures that GAO products adhere to basic standards for coherence; GAO style; and correct punctuation, grammar, and spelling. OFC’Smust-edit list encompasses the following: . materials for the Comptroller General, such as his speeches or display items used for events he participates in (slides, signs, transparencies, and presentation materials); . Page 34 GAO/OPCN1 hbhhlng Ehrvival Guide Part3 OPC Services for Nonaudit Producte . materials to be distributed to the Hill, such as testimony from nonaudit divisions and publications like Serving the Congress; l publications to be distributed outside of GAO, such as recruiting mater- ials, which are meant to encourage the reader to act; . materials for significant agencywide events, such as Black History Month, Hispanic Heritage Month, and GAO'S annual awards ceremony; . materials designed to elicit employee response or provide information to employees, such as information about the Federal Employees Retire- ment System, GAO'S annual technical conference, GAO'S retirement pro- gram, and GAO'S building management program; and all GAo-wide forms. l Customers’ It is o&s policy to accept for editing only manuscripts that are final and complete. This means that before we will begin to edit a manuscript (1) Responsibilities its review and comment cycle must be completed and (2) we must receive the manuscript in its entirety. Furthermore, to provide enough space on the typed page for WRB editors to write clear corrections and suggestions, all manuscripts submitted for editing must be double- spaced. Finally, although WRB will proofread page proofs and repros when it has the resources to do so, responsibility for ensuring perfect copy rests with the customer. Specially designed graphics for nonaudit products are available from Graphic Design our Graphic Design Branch (GDB) and from commercial contractors Services through the PM Unit. Although most of GAO’S products conform strictly to the Visual Communication Standards, exceptions are made for some special products, such as special-events promotions, exhibits, and con- ferences, as long as they maintain GAO’S corporate look. GDB and con- tractor services include design and layout, type specification, pasteup, and quality control. Use Form 312-a to request design services, and bring your job to the Customer Service Desk. Unlike production graphics, such as calligraphy and standard report covers, original design requires substantial discussion and decision- making. TAT reflects the size and the complexity of the project (some jobs may involve months of activity), so no standard TATS exist for graphic design. To ensure the necessary lead time, consult with opt’s Production Manager as soon as you identify your design needs. Page 36 GAO/OFCBO-1hblhhingSurvIvalGuide Part3 OPC Services for Nonaudit Products Photography Services GDB provides creative photography for nonaudit products and special publications, exhibits, and slide shows. Other services include photographing special events, such as award ceremonies; taking pass- port photos; and making prints from black-and-white 35-mm, 120~mm, and 4- x 5-inch negatives. Passport and certified public accountant photo services are now avail- able on a walk-in basis (without appointment) on Mondays from 8:30 to 11:30 a.m. When requesting these services, use GAO Form 246 or OFCForm 145, available in the Photography Section, and schedule an appointment with the receptionist (rm. 4432) at least 5 workdays before you need service. Service requested after 3 p.m. will be dated the next workday. TAT for an average job is 8 workdays. If your job is unusually large, complex, or creative, such as a special slide show, the turnaround time will be longer. Typesetting Services Publications in the Report MB can typeset nonaudit and special publications in GAO'S report Format format-if they have been prepared for typesetting in WordPerfect- through the same contractor that typesets audit reports. OPCprefers this method because it is quicker and more efficient than other typesetting methods. Customers who need this service should first discuss this approach with the OPCproject manager assigned to their publication or with OPC’SProduction Manager. Once the option to typeset in the report format is selected, the customer should fill out Form 312-a, completing the “Other Typeset Publications” portion, and, as with reports, follow the instructions in opt’s Typeset Documents: WordPerfect and Design Instructions (GAO/OF~~-~) to prepare the disk(s). AsB's turnaround times for typesetting nonaudit and special publications vary, depending on work load and the document’s complexity. Gener- ally, expect a turnaround time twice as long as that for reports (see table 3, “Routine TATS for Typesetting Reports and Other Audit-related Products,” p. 20) because nonaudit and special publications usually require extensive collaboration among ASB staff, other OPC personnel, and the customer. Typesetting priorities are rarely granted to nonaudit Page 38 GAO/OFGNM Pnbhhing Survival Guide Part3 OPC Services for Nonmdit Producta publications because typesetting audit reports supersedes most nonaudit priority requests. Publications Not in the Documents that do not conform to the GAO report format cannot be typeset through our report typesetting contract. Our alternative type- Report Format setting method involves our PostScript contract. Once the page layout for such a document is decided and the copy is edited, ASB staff prepare the WordPerfect disk for output through this contract, which furnishes repro pages within 1 workday. Because of this extra preparation, using this method requires extra lead time. The contract does not provide page proofs; it produces only camera-ready repro pages, so customers must be sure what is submitted to us on the disk(s) is final, approved copy that has been edited and proofread. If you think your requirements call for typesetting in nonreport format, discuss this approach with the assigned OPC project manager or with OPC’SProduction Manager. Customers’ Our policy is that customers are responsible for ensuring that no sub- Responsibilities stantive or typographical errors appear on final, typeset pages. As with reports, before we can print a nonaudit or special publication, we ask customers to sign their approval that the job is ready for printing. (This signifies that the customer has reviewed the material and is satisfied that the document is error-free.) We practice this policy to prevent reprinting jobs that have not been thoroughly checked. To request printing for nonaudit jobs larger than 50 copies and more Printing Services than 50 original pages, complete the “Printing Other Than Reports” por- tion of Form 312-b and bring your request to OFC’SCustomer Service Desk. The PM Unit determines whether to print the job in-house or send it to a contractor. Nonaudit printing jobs of fewer than 50 copies and fewer than 50 orig- inal pages should be taken to OPC’Scopy centers, rooms 4522 and 6510, which are open from 8 a.m. to 5 p.m. You need not bring them to the Customer Service Desk. In-House Printing Our Document Production Branch can do the following: l print jobs that are fewer than 60 pages and fewer than 5,000 copies; Page 37 GAO/OHXSl Publhhing Survival Guide PUt3 OPC Servi~ for Nonmulit Producta . print jobs of standard trim sizes: 4 x 8-l/2,6 x 9,8-l/2 x 11, 10 x 12, or 11 x 17 inches; . saddle stitch (i.e., bind the pages and covers of a book together by sta- pling them through the middle fold of the sheets); . side stitch (i.e., bind the pages and covers of a document together by stapling them on the left side or in the upper left comer); . drill one, two, or three holes; . print on colored paper and index card stock (visit the Customer Service Desk for samples of available colors); . print up to a maximum sheet size of 12 x 18 inches; . print covers using GAO'S standard ink colors: green, blue, brown, mus- tard, red, gray, and salmon; . “overprint” return addresses or other information on envelopes and stationery; make positive photostats no larger than 20 x 24 inches; make tablets; perforate pages; and print crack-and-peel labels. In-House PrintingTATs Provided the PMUnit’s Customer Service Desk receives your printing request by 1 p.m. on day 1, the following TATS are generally possible for nonaudit in-house printing: 2 workdays for jobs of 1 to 10 original pages, from 51 to 5,000 copies; 5 workdays for jobs of 11 to 60 original pages, from 51 to 5,000 copies; 1 workday for 1 to 10 photostats (allow 1 extra workday for more than 10 photostats); and . 3 to 5 workdays for photostats larger than 12 x 18 inches. Allow 1 additional workday if your printing job contains black-and- white photographs. Because audit reports always take priority over other printing jobs, nonaudit work that requires saddle stitching may not always meet these TATS if the bindery equipment is being used for reports. Contracted Printing Because OFThandles so many nonaudit printing jobs and because of our equipment limitations, we cannot print them all in-house. A few of these jobs-ones that recur regularly (such as Management News and GAO Journal)-are sent directly to a designated printer (single-award~rect- deal); this is a relatively straightforward and quick process. Most of our PIge 38 GAO/OPG3M PublMing Survival Guide Put3 OPC Servicea for Nowdlt Producta nonaudit jobs that are contracted out, however, must be offered individ- ually for competition on the open market. This takes more time, requiring negotiations with the Government Printing Office (GPO) and usually acceptance of the lowest bidder. Printers for such jobs may be located outside the Washington area. Commercial open-market printing requires a minimum of 12 workdays. Day 1 begins when the print order leaves the PM Unit. PM Unit staff usu- ally need a day from the time you bring your printing request to the Customer Service Desk to completely analyze the job and arrange for the printing through the main part of GPO or its local satellite operation, the Rapid Response Center. Turnaround times for these printing services are negotiable; the PM Unit specifies the delivery date the customer requests but cannot always guarantee it. The availability of a commercial printer determines whether or not the delivery date is met. If the PM Unit cannot arrange for delivery on the date you request, the staff will let you know the date they have negotiated. Jobs that are contracted out include . printing more than 60 original pages or 5,000 copies; . printing color photographs; . printing photographs with special effects, such as duotones; . providing color proofs; . printing on coated (shiny) paper; . varnishing; . providing press-sheet inspections; . printing tabs, foldouts, and carbon interleaved and no-carbon-required forms; . printing on continuous form paper (marginally punched forms); . serial numbering on printed matter; . printing on three-ring binders and folders with pockets; . perfect or spiral binding; . shrink-wrapping; . printing items that require special folding; and . printing oversized items, such as posters. Page 39 GAO/OPGgOl hblinhing Survival Guide Put3 OPC Servicea for Nomadit Rodectr Customers’ As with audit reports, opc’s policy is for customers to examine printed copies of nonaudit publications before distribution. Therefore, once PM Responsibilities Unit staff complete their quality check, a printed sample of the publica- tion is furnished at the Customer Service Desk for customers to review and approve (by signing Form 47) before we distribute the product. Requests to distribute nonaudit materials-+Ao special publications and Distribution Services internal documents-are processed by OPC'S Distribution Unit and dis- tributed by the Mail Center staff. Distribution follows the instructions that the customer writes in the ‘Distribution Other Than Reports” por- tion of Form 312-b, available at the Customer Service Desk. Audiovisual Services Synchronized 35-mm Slide The Video Communications Branch offers synchronized 35-mm slide programs to support GAO’S projects and programs. Scripts are developed Programs in much the same way as video scripts. (See “Video Reports,” p. 30.) The main difference between the two media is the visualizing technique: Video conveys meaning through motion, slides through a series of syn- chronized still images. If your project requires a synchronized slide program or if you want help dete rmining the appropriate medium for your project, contact the Manager, VCB, on 275-l 172. P8ge40 GAO/OPC3lbl Publiabing sprvivd Guide Part 4 Other OPCSewices OPCprovides other services to meet GAO'S diverse communication needs. These are described in the following paragraphs. VCB operates an equipment loan pool for GAO employees in the Wash- Audiovisual ington area and, to a lesser degree, for the regional and overseas offices. Equipment Loan Pool VCB'S equipment inventory includes overhead projectors, 35-mm projec- tors, audiotape recorders, videotape players, TV monitors, video show devices, and a variety of one-of-a-kind items. If you have questions about these VCB services, call 275-l 172. If VCB does not have what you need, it can probably help you find it. Borrowers should call the branch to arrange to pick up (before 9 a.m.) and return (after 4 p.m.) the smaller items, such as 35-mm projectors, overhead projectors, and audiotape recorders. VCB will deliver the large items, such as videotape recorders, 16-mm projectors, and video monitors, to offices inside the GAO building. Although VCB staff are available to travel to audit sites and regional offices to advise on selecting and operating of audiovisual equipment, VCB does not deliver equipment or help make presentations outside the GAO building. However, VCB will make equipment available for use outside the building and provide customers with setup and operating procedures. Because VCB's inventory is small, its ability to meet your needs depends on borrowers’ cooperation. Please keep the items you borrow only as long as necessary. Customers who foresee a long-term need (months, years) for an item should consider purchasing it. VCB will help you iden- tify the equipment you wish to purchase. The Applied Technology Unit stays abreast of technology to identify Applied Technology and develop automated publishing innovations. Such innovations cur- rently available agencywide are InstantChart, TextFrame, US. Map Pro- gram, and BadgeMaker. (See “Self-Service GAO Graphics Software,” p. 16.) ATU also designs software to meet the needs of specific GAO staff. Quest is one example; this program helps divisions’ technical staff create consistently formatted questionnaires on laser printers. JVA is another example; this program helps Personnel and the Office of Recruitment produce job vacancy announcements on laser printers. Page 41 GAO/OPGtX&l Publiebing Survival Guide Put4 other OPC services The Mail Center is part of O&S Document Production Branch; it is open Mail and Messenger from 7:30 a.m. to 4:45 p.m. and is located in room 4427. The Mail Center Service uses three different “providers” to deliver its services: Mail Center staff, the U.S. Postal Service, and contractors. If you have questions about these services, which are explained below, call the staff on 275-5893. (For detailed information on mailing and transporting classified docu- ments, see GAO Order 0910.1, "GAO'S Security Manual.“) Services Provided by the Our Mail Center staff operate according to the following schedule: Mail Center Staff . delivery of audit reports to congressional offices daily at 9:30 a.m. and 1:30 p.m.; . pickup and delivery at audit sites daily at 9:30 a.m. (except for the Bal- timore and Suitland audit sites, which receive their mail via United Parcel Service on Tuesdays and Thursdays); pickup and delivery within the GAO headquarters building daily between 9:30 and lo:30 a.m. and 1:30 and 3:30 p.m; and pickup and delivery at Union Center Plaza on North Capitol Street daily at 9:30 a.m. and 1:30 and 3:30 p.m. Services Provided by the The following describes the services provided by the U.S. Postal Service. Postal Service - . Next-day delivery to regional offices. OFChas an express-mail pouch agreement with the Postal Service for GAO'S regional offices (including the Honolulu office), but not the suboffice locations. To ensure next-day service, the Mail Center must receive your regional office mail by noon, Monday through Friday. Friday pouches are scheduled for Monday- morning delivery to the regional offices. The Mail Center sorts all regional office mail for pouch delivery. Help us sort the regionalmail more quickly by marking your mail “POUCH.” l Second-day delivery to Frankfurt office. The Mail Center dispatches pouch mail to Frankfurt on Monday, Wednesday, and Friday. To ensure second-day service, the Mail Center must receive mail bound for Frank- furt by noon. . Overnight express mail. The Mail Center must deliver express mail to the Postal Service before 3:45 p.m. for next-day delivery within the con- tinental United States. Bring your express mail to the Mail Center by 3 p.m. l First-, third-, and fourth4ass mail and international mail. These classes of mail are dispatched from the Mail Center to the Postal Service Page42 Part4 Other OPC Services daily at 9 a.m., 11 a.m., 1 p.m., and 4 p.m. The delivery times for inter- national mail service vary, depending upon the destination. The Postal Service provides no guarantees for delivery to Latin American coun- tries; delivery to Europe usually takes 5 workdays. l Registered mail. The Mail Center delivers this type of mail to the Postal Service daily in the afternoons. Bring it to the Mail Center by 10 a.m. so that the staff can fill out the appropriate paperwork. l Certified mail. The Mail Center delivers this type of mail to the Postal Service daily in the afternoons. Bring it to the Mail Center by 2 p.m. Services Provided by OPCuses three contractors to make deliveries for GAO headquarters staff. Customers who need these services are responsible for packaging their Contractors items and bringing them to the Mail Center. l Bankers Courier is the local courier for GAO headquarters. Bankers makes same-day deliveries of mail and small packages daily within the Washington metropolitan area. Bring your items to the Mail Center by 1:30 p.m. for same-day delivery. If you have packages for Bankers to deliver in Silver Spring, Bethesda, or Alexandria, call the Mail Center (275-5893) first to schedule a pick-up time. To expedite delivery, write the addressee’s room and telephone number and the name of a contact person on the outside of the package. If you discover that your package was not delivered the same day you sent it, notify the Mail Center so that the staff can refuse charges. . United Parcel Service (UPS) ships large packages and boxes within the continental United States. It delivers them within 1 to 6 workdays. ups picks up packages daily at 11 a.m. in the Mail Center. Bring your pack- ages to the Mail Center by lo:30 a.m. . Airborne Express makes next-day deliveries of mail and small- and medium-sized packages before 3 p.m. within the continental United States. The Mail Center dispatches items daily at 2 p.m. Saturday deliv- eries to offices and private residences are acceptable. Bring your pack- ages to the Mail Center by noon. The PM Unit can provide WordPerfect typing for headquarters staff. WordPerfect Typing Contractors type from manuscript onto disks and prepare already-typed report disks for typesetting through ASB. Use Form 312-d and bring your work to the Customer Service Desk. TAT is 1,2, or 3 workdays, depending on the size of the job. Bring formatted floppy disks and any Page 43 GAO/OPGWl hblishing Survival Guide Part4 Other OPC Servicea special paper, such as stationery; the contractor provides continuous- feed paper. Following are GPO services available through the PM Unit staff; the Cus- Products and Services tomer Service Desk staff will advise you which requisition forms are OPCCan Provide required. Through the Government Printing Office Proofreaders The PM Unit can procure the services of GPO’S professional proofreaders. They work by the hour and can proofread on site at GAO headquarters if necessary. opt will generally ask customers to pay for proofreaders because this service is not included in our budget. Optical Scanning GPO can scan typewritten or printed pages onto floppy disks in WordPerfect format. GPO supplies the disks and prefers not to scan pages printed on both sides. TAT is 1 to 2 weeks, depending on the number of pages you submit and GPO’S work load. Because optically scanned material is not loo-percent accurate, you should proofread the output from the disk you receive against the original material to spot any errors that may have been introduced during the scanning process. Sometimes customers ask us for services and items that we do not pro- Services and Products vide. Following is a list of such services and items. The items marked OPCDoes Not Provide with an asterisk are available from GAO’S Supply Center, room 38 11. Some of the other items and services can be obtained through your organization’s procurement channels. Blank pocket folders* Blank three-ring binders* Stationery, memorandum paper, and envelopes* Permanent room signs (available from Facilities Management) Picture framing and matting Art supplies Videotaping of retirement ceremonies Editing or proofreading draft manuscripts . Page44 GAO/OPC9&lPublishingSurvivalGuide Part4 Other OPC Services Assistance with routine audiovisual presentations Delivery of portable audiovisual equipment from our loan pool Spiral binding of already-printed material or blank sheets Layout, typesetting, and printing of personalized memo paper and pads not covered in GAO Order 062 1.6 . Duplication of large quantities of videotapes . Name tags and tent cards (customers can produce these using our self- service BadgeMaker software) . Layout, typesetting, and printing of business cards Page45 GAO/OPG@M FubMdng Survival Guide Appendix I List of OPCRequisition Forms and Services Note: Our requisition forms are stocked in the Supply Center, room 3811. Unless otherwise noted, they are also available in the PM Unit, Customer Service Desk, room 4411. For customers’ convenience, the Customer Service Desk also keeps a supply of Form 160, Testimony Cover; Form 515, Draft Report Cover; and Form 171, report “prepubli- cation” cover. These forms are also stocked in the Supply Center. OPC Requisition Forms Services Provided Form 312-a, OPC Automated Productron graphics; report typesetting; coverplates for and Productton Graphrc classified and other typewritten reports; typesetting for Servrces other publications; 35-mm slide processrng and design services provrded by ASB, contractors, and GDB Form 312-b, OPC Pnnting and Report and other printing provided by DPB and contractors; Distribution Services distribution of materials other than reports provided by DPB Form 312-c OPC Editing and Editing and writing assistance provided by WRB Writing Services Form 312-d, OPC WordPerfect Contractor-provided typing and disk preparatron services Typing Services available through the PM Unit Form 47, Printing Release Customer approval of printed document; requrred before (“pink card”) distribution can be made Form 480, OPC Request for Audiovisual services and equipment loans provided by VCR. Audiovisual Services form available from VCR, room 7647 Form 460b, Request for Audiovisual production services provrded by VCR; form Production of Videotapes, available from VCR, room 7647 Slide/Tape Programs, and Other Audiovisual Products Form 67, Request for Photo Services provided by Photo raphy Section, GDB, form Shooting Assignment available from GDB, room 48 27 Form 145, Request for Photo Black-and-white and color photo prints provided by Processing Servrces Photography Section, GDB; form available from GDB, room 4827 Page 48 GAO/OPWU-1 Publishing Survival Guide Appendix II When You Need a Memoranckun Signed or Authorized by Addressed to Div. ACG or Div. AC0 Ooal Office Dir. Issue-Area Dir. and Dir., OCR Dir., OPC OPC Prod. Mar. To qet priority handling typesetting X X araohics X X orintina X x To use color photos in reports X X To reprint reports because of factual errors X X To backdate a reoort X X To transfer funds to OPC To typeset and print an executive summary lonaer than 4 Daaes Page 47 GAO/OFGBCkl Publishing Survival Guide Ppe *&&&is of InstantChart Output Title of Chart (2Scharacter maximum) 150 vorlkal Axis Labal (80 charauua) 144 130 120 I Pirge 48 GAO/OPGg@l Pdl&dhg Survival Guide Appendix Ill Example!s of h9tantchrrrt output lltle of Chart (250baracter maximum) !I0 Voftlcd Axh lAol (so churttus) 40- 30 20 10 0 -10 -20 40 40 40 Horizontal Axis Lab04(60 chmdus) Note 1: Maximum of five notes, each containing up to 250 charauers. Note 2: Single and positive-negative bar charts may have up to 15 bars. Na& 3: Ths vertical axis may haw up to 15 inaement values. Note 4: Positiw-negative bar dwts may not haw stacks. Page 49 GAO/ORXH Publishing Survival Guide Appendix III Examples of Jnatantchart output Title of Chart (25O-character maximum) Vulkal AXISLabel (a0 clumuorB) 100 90 so 70 60 50 40 . :.: 30 20 10 HorlzOMal Arb Label (60 cll8mctu8) Stack Label Four (a0 charamn) stack Label Three (60 chaxmr8) m stack Labal Two (al chsnan) stackL&dono(t3octlamcm) Nate 1: Maximum of five notes, each containing up to 250 chara&m. Nose2:SEeckedbarch~mayheveamaximumof15~Pnd4~. Note 3: The vertical axis may hew up to 15 inawnent values. Page SO GAO/OPG9@1 hblishhtg Survive Guide Appendix III Examples of rnstultchart output Tltle of Chart (25Ocharacter maximum) loo v*rtkdAxbLabol(8ochmctom) So 80 70 60 so 40 30 a 10 0 Hortxad Axb Labd (60 chamdrm) -- I I LeoendLabdone(eot9lalacmn) II LegendLabelTwo (60 chra@rs) LegfindLabelThree(eo chaIac#Ia) Note 1: Maximum of five now, each containing up to 250 chamcam. Note2:Theverlidaxismayhaveupto15inu’ementvalues. P8ge 61 GAO/OPCBG1 F’ublishing Survival Guide Appemlix lU Examples of Instantchart output Title of Chart (250character maximum) 100 m 80 70 60 so 40 30 20 10 Horixootel Ax18 Label (60 chwactus) - Line Number One Label (60 charactera) -1-m LineNumberTwoLabd(6Ocharaben) - Line Number Three Label (60 m) nl al Line Number Four Label (60 charatem) Nom t : Maximum of five notes, each containing up to 250 &ractem. Note 2: Line chatts may have a maximum of 18 paints across the chart and four dint lines. Nom 3: The verlical axis may have up to 15 incmment values. Page62 GAO/OPGBM Pnbllshlng Survival Guide Appendix III ExampI- of IMtultchut output Examplo of Line Chart When Points An Not Availabk 100 VortbalAxbW 70 60 ; * . . . . . . ~ ,,,, /----- 10 Thisdlaltwasproduxdusingtwolines(ecludandprojecred). TheactuallineconteLnnumbenfromJanuuy~JuneandNA~fromJulythrough Oc&bw. The projecbd line ant&s NA values from Jarwy through June and numbers from July throughOctober. . P8ge 63 GAO/OPC~l Publishing Survival Guide Appendix III Example6 of Instantch8rt output Title of Chart (25O-character maximum) Slice Label Four Slice Label One Slice Label Two Slice Label Three Nom 1: Maximum live notes, each containing up OD250 ohamters. Note 2: Pie charts may have a maximum of eight slices. Note 3: The vedcal axis may have up to 15 increment values. Page 64 GAO/OPCBO.l Publishing Survival Guide DocumentsThat SupersedeOFC’sDesign Implementation Guidance DIG Bulletin No. Surmrsedetd bv 1,2,3 No longer applicable. 4 Typeset Documents: WordPerfect and Desrgn Instructrons, GAO/OPC-90-2, rev. May 1990 (12.14.1)’ Publishrng Survival Guide, GAO/OPC-90-1, June 1990 (12.143)’ Typeset Documents: WordPerfect and Desrgn lnstructrons TextFrame: Policies and Instructions for Producrnq Presentation Matenals, GAO/OPC-89-1, rev. Sept. 1989 (12.9.1)’ Visual Communication Standards, 1987 6 Publishing Survrval Guide 7 Publishing Survival Guide Communications Manual, ch. 12.14 Visual Communication Standards 8 DIG Bulletin No. 14 Typeset Documents: WordPerfect and Design InstructIons 12 Publishing Survival Guide Typeset Documents: WordPerfect and Design Instructions *These are the numbers asslgned by the Office of Poky for documents Included In GAO’s poky gul- dance system. Page 66 GAO/OPGO@l Pmblishing Survival Guide RelatedOPCGuidance 1. Writrnq Gurdelines (12.1.2’) Binder; Sept 1986 2. Visual Communicatron Standards Brnder, 1987 3. Editonal Style Manual, GAO/OPC-87-1 Binder; change pages 4. “Publishmg In GAO: Services Provrded by the Offrce of Elfold, July 1988 Publishing and Communrcations” 5. TextFrame: Revised Sept 1989 Presentation Materials, GAO/OPC-89-1 (1291’) 6. Typeset Documents: WordPerfect and Desrgn Instructions, Revised May 1990 GAO/OPC-90-2 (12.14 1’) *These are the numbers assigned by Office of Poky for documents that are Included In GAO’s poltcy gurdance system. Page 68 GAO/OPGWl PubUahi.ng Survival Guide
Publishing Survival Guide
Published by the Government Accountability Office on 1990-06-01.
Below is a raw (and likely hideous) rendition of the original report. (PDF)