ITI CP Integration Process

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To Integrate CPs

  1. Mirror the entire CP directory for this maintenance year to your machine to save time. (Filezilla is a great application for that)
    1. Contact the cochair for the FTP credentials if you need them
  2. Get the document that you will edit.
    1. First look here: ftp://ftp.ihe.net/IT_Infrastructure/iheitiyr13-2015-2016/Technical_Cmte/Workitems/Pre-Publication%20Drafts%20of%20TIs%20and%20TFs/pre-pre-publication/ These are documents that Elliott L has already applied CP-ITI-807 to
    2. If your document is note there, then get the final text Word document from last year. You will find it at ftp://ftp.ihe.net/DocumentPublication/CurrentPublished/ITInfrastructure
  3. Turn on track changes in the Word document.
  4. Access the CP status spreadsheet to find the CPs that apply to your Volume or TI:
    1. Find the "Ballot Log" tab in the google doc and look for the "Doc affected" column
      1. Note that some CPs modify multiple documents
    2. It may help to make a local copy so you can make notes as you progress
  5. Start with oldest (Lowest number) CPs first
  6. Open it
  7. Scroll down in the CP to the first set of editor instructions. What they mean:
    1. If the instructions are just flat text, that means it is copied from the TI or TF in order to help you find the position in the document to insert the change. “Normal” text in the CP is NOT a change to the Volume or TI.
    2. If it is bold and underlined, that indicates text that should be inserted
      1. To insert use “paste special” and insert “only unformatted text”. DO NOT INSERT FORMATTING FROM OTHER DOCUMENTS or it will add to the template list of styles and this is a major problem for publication.
      2. If you need to re-apply bullets, use the format-painter to re-apply the bullets OR use the style-pulldown menu to find the pre-set style from the template.
    3. If it is bold and strike-out, it means delete
    4. If it is in a “box” it is instructions for you as the editor, don’t copy the “box” in!!!
  8. Make the first change. Make sure to check if the change needs to be made elsewhere in the Volume or TI! (e.g. Change all instances of XY to YZ)
  9. On the first change for each editor box, add a comment that includes the CP number that the change came from, to help reviewers.
  10. Repeat steps 7-9… for each change in the CP until the CP is completely integrated into the Volume or TI
  11. Make a note in your local copy of the spreadsheet that you completed integration of that CP
  12. Rinse, repeat from step 5
  13. When all CPs for your Volume or TI are fully integrated, upload the updated volume/TI to ftp://ftp.ihe.net/IT_Infrastructure/CURRENTYEAR/Technical_Cmte/Workitems/Pre-Publication%20Drafts%20of%20TIs%20and%20TFs
  14. Send your updated spreadsheet to Lynn Felhofer and let her know that your Volume and/or TI is ready for the reviewer to check that the CPs have been correctly integrated
    1. cc Elliot Silver and Gila Pyke on this email


Caveats:

  1. If CPs overlap, or conflict with a previous CP, try to solve it or when in doubt, ask for help. (Cochairs should know who to reach out to.)
  2. If there is a problem with figures that are impossible to update, or that you are unable to update, reach out to the cochairs for help as well
  3. If the headers or “normal” text used to position the you so you can find where to insert changes within the TF is different than what you find in the TF – check the date when the CP was last updated. If the CP is significantly older (more than 1 year) than the TF, chances are the TF content has since changed and you do not need to change it back to what is in the CP.
  4. If you run into any other problems… reach out to the cochairs.

GilaPyke 21:51, 25 July 2014 (CDT)

To check integrated CPs

20140724: These instructions are a first draft. If they are unclear or inaccurate, contact Lynn or edit this page to improve them.

Why: Integrating CPs into Final Text volumes and TI supplements is a task requiring attention to detail. It is beneficial for someone to check the integration work prior to delivering updated docs to the Documentation Specialist. This provides a "second set of eyes" on the documentation updates, and may prevent a future CP.

When: After CP integration is complete, before submitting a document for publication.

Who: Ideally, someone other than the editor who did the integration. Domain co-chairs assign this task to members of the Technical Committee.

How:

(1) Find the document you are assigned to verify

  • The editor who did the CP integration will send an email to indicate the document is 'ready' for you to verify
  • He/she should have put the document in a directory with this naming convention: ftp://ftp.ihe.net/IT_Infrastructure/CURRENTYEAR/Technical_Cmte/Workitems/Pre-Publication%20Drafts%20of%20TIs%20and%20TFs

(2) Identify the CPs approved for Final Text

  • Find the directory following this naming convention ftp://ftp.ihe.net/IT_Infrastructure/TF_Maintenance-CURRENTYEAR/CPs/3_FinalText/ eg. ftp://ftp.ihe.net/IT_Infrastructure/TF_Maintenance-2015/CPs/3_FinalText/
  • Open the excel file in that directory maintained by the CP manager
  • The spreadsheet contains one row for each Final Text CP. The columns in the spreadsheet are:
    • CP number
    • profile
    • Vol/Supp affected
    • Title
    • Ballot
    • File location

(3) Identify the Final Text CPs that affect the document you are verifying

  • In the spreadsheet, examine the "Vol/Supp affected" column to identify the CPs you need. Notice that some CPs affect more than one document

(4) Verify the integration

  • Open the document to verify and a CP affecting the document. Ensure that "Tracked changes" is set to "Final showing markup" so you can easily see the editor's updates.
  • In the CP, the changes are included beneath the CP's rationale. Interpret the editor's instructions as follows:

a. Editors instructions are included in a 'box'. This guides the editor to find the location in the document to make a change.

b. If the text in the CP just flat text (regular font), that means it has been copied from the TI or TF in order to help you find the position in the document where the change occurs. “Regular font” text in the CP is NOT a change to the Volume or TI.

c. If text is bold and underlined font, that indicates text that should be inserted (Note: a somewhat common integration mistake to watch for is when the editor adds the bold/underline text but forgets to remove the bold/underline font)

d. If text is bold and strike-out font, it means delete the text

(5) Repeat Step (4)

  • ...until you have checked all CPs affecting the document you are verifying

(5a) Extra credit (nice, but not a required step)

  • It is also beneficial to check to ensure there are not changes in the document that were *not* from a CP. If you notice an unexpected update that shows up in Change Tracking, you may inquire with the editor about the source of the change.

(6) If you find no errors in CP integration...

  • Send an email to the CP Manager and the document editor indicating that you are done and that the integration was flawless.

(7) If you find an error in CP integration...

  • (This can happen because an editor missed something in the CP, or perhaps interpreted the intended change differently than you did.)
  • Ensure "Track changes" is set to "On" in the document you are verifying.
  • Fix the text to the way you think the CP should be applied.
  • Save the updated document with a new name; append your initials to the existing file name, eg ITI_TF_Vol_2a_201xmmdd_draft_<yourinitials>.doc
  • Upload the updated document to the ftp site in the same directory where you got it from: ftp://ftp.ihe.net/IT_Infrastructure/CURRENTYEAR/Technical_Cmte/Workitems/Pre-Publication%20Drafts%20of%20TIs%20and%20TFs
  • Send an email to the CP Manager and the document editor indicating that you have made a change

(7a) The editor will then...

  • Check your update and resolve any associated issues.
  • Email the ITI Tech Committee co-chairs to indicate that the CP integration is complete and verified and identify the version of the document that should be given to the Documentation Specialist for publication.
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