IEEE Standards Editorial Services Yvette Ho Sang IEEE Software Engineering Standards Committee Washington, DC 28 Februaruy 2005

Editorial services l Role of the IEEE Standards Project Editor l Electronic document development l Important Web resources

Role of the IEEE Standards Project Editor l Supply style templates and style guidance l Provide previously submitted/archived electronic text/figures for revisions l Offer mandatory editorial coordination (MEC) l Enable efficient post-approval publication

Electronic Document Development l Templates available l Used to develop draft standard l Speeds up production process l Avoids errors in style and structure of document l Available in Microsoft Word and FrameMaker; FrameMaker preferred l Templates located at mplates.html l IEEE Standards Style Manual located at

Electronic Document Development (continued) l PDF files recommended for draft document delivery during developmental stages l PDF creation easy to do with needed software l Reading PDF files available through free software l PDF files are more difficult to change, making introduction of errors less of a possibility

What is mandatory editorial coordination (MEC)? l Global review of draft l Comments are returned to WG Chair l A key to IEEE-SA Standards Board approval l Three phases: l MEC at ballot invitation l Most effective when editorial coordination occurs before ballot! l Includes submission of all permission letters l Required (see Clause 3 of IEEE Standards Style Manual) l MEC during ballot l “Automatic” at initial ballot l MEC after Review Committee (RevCom) submission l Check that coordination comments were addressed l Final check for process, IP, and legal issues

MEC checklist l Shows major items reviewed during the MEC l Available at checklist.pdf l Title page l Is the draft labeled correctly? l IEEE P1234.5/D1 (add date in header) l Is the draft titled as on PAR? l “Draft Standard for…” l Is the draft copyright statement correct? l Most recent version in IEEE Standards Style Manual!

MEC checklist (continued) l Front matter l Does copyright statement and draft disclaimer appear at the bottom of each page? l Has an Introduction been prepared? l History of standard l Description of document structure l List of working group members l Table of Contents to the second level; figures and tables not listed in final published standard

MEC checklist (continued) l Body of draft l Does the correct draft copyright statement/copyright year appear at the bottom footer of each page? l Is Clause 1 “Overview” or “Scope”? l Is Clause 2 “Normative References”? l Correct introductory paragraph l Normative versus informative (Bibliography)? l Cited in text and necessary for the implementation of the standard l The document is judged by the balloting group to have wide acceptance and authoritative status l Readily available l Dated or undated

MEC checklist (continued) l Body of draft (continued) l Is Clause 3 “Definitions” or “Definitions, acronyms, and abbreviations”? l Copyright/trademark/patent/other IP issues l Safety/Health/Environment/Warning/Caution l Use of metric units and appropriate symbols l l General inspection of figures l Correct fonts l Text/data readable? l Color used? Discernable in B&W print?

MEC checklist (continued) l Figures l Black and white graphs, charts, schematic drawings, or photographs l Figure captions shall be 8-point New Times Roman―captions shall not be smaller than 6 points l Font should be embedded and the entire figure should be grouped l Figures should be created in a graphics program to avoid bit- mapped graphics, graphics that do not translate well, or graphics that cannot be scaled l Graphics should be 300 dpi (black & white) or 150 dpi (gray scale) then exported into one of the following formats: l TIFF l EPS l The exported files should be provided to the IEEE at RevCom submittal l The orignial source files may also be submitted and will be archived for the working group l Source files will not be used during the publication process l Editors cannot edit static TIFF and EPS files so the files that are submitted should be the final version for publication

Editorial scheduling l After approval, standards enter publishing queue l Standards Publishing Group manages workflow and workload among Project Editors l Contact the Manager, Standards Publishing with specific requests

Publishing process l Proofread and edit l Document proofread against balloted draft to ensure technical integrity l Transferred to publishing system l Formatted and tagged for SGML generation l Working group review l PDF with queries sent to Chair or Technical Editor for review; changes highlighted l Peer review l Final check by internal peer editor

Publishing process (continued) l Electronic standard published l Print published on average 3 weeks later l Other required information l List of working group members names and contact information (including ) l Correct spelling of award recipient’s name and correct contact information

Expedited publishing l Expedited publishing available as a funded option l Enables publication of standards within weeks of approval l Documents enter queue prior to approval l Forward draft to Project Editor as soon as it is “stable,”.e., after final ballot (coinciding with RevCom submission) l Forward draft to Project Editor as soon as it is “stable,” i.e., after final ballot (coinciding with RevCom submission) l Communicate actively with Project Editor

Important Web resources l Helpful resources can be found at: l IEEE Standards Development Online ( index.html) l “Information central” l IEEE Standards Style Manual, 2005 Ed. ( ) l “Guiding document” for IEEE Project Editors l IEEE Standards Companion—updated regularly on the Web (

Important Web resources (continued) l IEEE Standards Status Search (

Important Web resources (continued) l IEEE-SA Standards Bearer Online l IEEE-SA Standards Bearer Online l Messages from IEEE-SA leadership l Public announcement of standards projects l “Opt-in” feature is available, notifying subscribers of all updates

Remember: use the editorial services offered l Trouble-free IEEE-SA Standards Board submission l Allow for more rapid post-approval publication

Contact Information Yvette Ho Sang Manager, Standards Publishing