Here are 10 steps to guide you through the editorial process. Please note that most Boston MPO work products are prepared in Microsoft Word templates and must remain in Word throughout the editorial process. Edited versions of your document should not be opened in a browser using Google Docs as doing so will change the underlying formatting of the file. If you initially created your document using Google Docs, refer to Quick Guide #2 for instructions on how to convert your files to Microsoft Word.

Step 1: Review the resources on the Intranet.

• The Editorial Style Guide gives an overview of the editorial process.
• The Document Production Guidebook outlines the mechanics of document production.
• Templates are available for all work products. Templates are Microsoft Word files that contain pre-set text styles (for report, chapter, figure, and table titles; headers and subheaders; and citations) and essential components (such as table of contents, cover pages, and the MPO’s nondiscrimination statement).
• The file-naming convention ensures version control when documents are shared.

Step 2: Download the appropriate template, using Microsoft Word, and rename it following the file-naming convention. Your first draft will have a file name ending with the number “1.”

For example:

2022-01-19-Template-Tech-Memo → rename → 2023-07-14 Your Memo Title MEM AA 1

Step 3: In the template, fill in your text within the bracketed sections without altering the boilerplate text (i.e., the fixed titles and headers and nondiscrimination statement that are in all like documents).

Step 4: When your manager and any other Boston MPO reviewers approve the first draft of the document, email the document to [email protected]. In your email, you may let the editors know your requested deadlines:

• First edit — When would you like Editorial to complete the initial review of the document?
• Client review draft — When do you need a finished version of your document to send to MassDOT, the MBTA, or a municipal client to get feedback? Keep in mind that there may be multiple editing reviews before the document goes to the client review draft stage.
• Final version — When must the final version of the document, incorporating clients’ feedback, be delivered? The deadline could be the date the document must be posted online for an MPO board meeting or the date the document will be delivered to the client.

You will receive an email in reply from the editor assigned to your project.

Step 5: The editor will use Microsoft Word’s track changes feature to edit and may insert comments with questions or suggestions. A redlined version will be returned to you. For version control, the returned file will have been renamed by the editor to end in “1a.”

2023-07-14 Your Memo Title MEM AA 1a

Step 6: You can accept edits by using track changes or reject edits by leaving a comment to the editor indicating why the edit is unacceptable. Return your second version to the editor.

2023-07-14 Your Memo Title MEM AA 2

Step 7: The editor addresses your comments and reads through the document a second time. The editor will return another redlined version if there are more edits.

2023-07-14 Your Memo Title MEM AA 2a

Following versions, if necessary, continue with this numbering pattern of files ending in 3, 3a, 4, 4a, etc. If there are no other edits, the editor will return a client review draft.

2023-07-14 Your Memo Title MEM AA 2a_Client Review Draft

Step 8: If you are writing a work program or work scope, complete the exhibits in the Exhibit Builder and send PDFs to the editor.

Step 9: Send the client review draft to outside reviewers if necessary. If the reviewers have edits, add their changes to the document using track changes and return the document to the editor. Any other changes that you make should also be added in track changes.

2023-07-14 Your Memo Title MEM AA 3

Step 10: The editor will do a final check and return a final copy with the watermark removed.

2023-07-14 Your Memo Title MEM AA FINAL

This version can be sent to Graphics for formatting and preparation for web posting and public release.

Deltek is the comprehensive business management software platform that our agency uses. Deltek is designed specifically for project-based organizations like ours. The platform helps track employee time, process purchase orders, manage leave requests, monitor project budgets, and handle other administrative tasks. The platform centralizes these functions in one system, making it easier for team members to access information and view operations across multiple projects.

Deltek only works on the Microsoft Edge browser: deltek.mapc.org/visionclient

Related links

• How to submit a timesheet
• How to submit a hybrid work agreement
• How to check your leave time and accruals usage
• How to request a vacation day
• How to submit a purchase order
• How to submit a progress report
• How to run a report in Deltek

 

When you complete a project, it is critical that you consolidate and organize all project materials and data so important information will not be lost. Not only do good organization and management help maintain institutional and project memory, they also help us find materials quickly. This page outlines the procedure for archiving project files and distributing CTPS reports electronically.

Topics Covered in this Process

Section 1: When to create an electronic project archive
Section 2: Where to archive final project files electronically
Section 3: How to create the electronic project archive
Section 4: What to archive
Section 5: Moving the final project-archive folder to the Project Archive Drive folder
Section 6: Posting final documents to the MPO website
Section 7: Including project data in CTPS databases

1. When to Create an Electronic Project Archive

In general, the final project archive will contain 1) the final report or memorandum, 2) interim technical memoranda (if any), 3) technical materials, and 4) non-technical and administrative materials. Practices vary, however, depending on whether the project is considered “discrete” or “ongoing.”

1.1 Discrete Project Materials

Discrete projects have specific start and end dates (may or may not coincide with the federal fiscal year). You should create an archive for a discrete project when you submit the final work product to the client (or present it to the MPO). You should archive discrete studies that receive MPO 3C funding during or shortly after the end of the fiscal year in which the project was funded.

1.2 Ongoing Project Materials

Ongoing projects support and continue the 3C transportation planning process from year to year. These projects include the three major MPO documents—the Long-Range Transportation Plan (LRTP), Transportation Improvement Program (TIP), and Unified Planning Work Program (UPWP)—as well as a number of other programs.

1.2.1 Major MPO Documents (TIP, UPWP, and LRTP)

You should create an archive annually for the TIP and UPWP, and every four years for the LRTP, at the end of the federal fiscal year in which the document was approved. Whenever the MPO approves an amendment to any of these documents, you should add it to the existing archive.

1.2.2 Materials Associated with Other Ongoing Projects

You should create specific archives for the following “other” ongoing projects:

• Public Engagement Program
• Performance-Based Planning and Programming (PBPP)
• Community Transportation Access (CTA) Program
• Congestion Management Process (CMP) Program
• Transportation Impact Mitigation (TIM) Program
• Freight Planning Program
• Regional Model Enhancement
• Data Program
• Information Technology Management
• Active Transportation Planning Program
• Multimodal Mobility Infrastructure Program
• Support to the MPO and its 3C Process
• Comprehensive Safety Action Plan
• Technical Assistance

2. Where to Archive Final Project Files Electronically

The archive is located in the Google Shared Drive named Project Archives, and contains folders for each group.

Also in the Project Archive directory is a folder called “Project_Archive_Template,” which is populated with a set of empty subfolders to illustrate the file structure recommended in Section 3 below. (This organizational structure is very similar to the one previously recommended for paper project archives.)

A screenshot of the project archive directory is illustrated in Figure 1 below.

Figure: Location and Structure of CTPS Project Archive Directory

 

3. How to Create the Electronic Project Archive

When you are ready to create the final project archive, you may copy the Project_Archive_Template folder and place it on your own drive.

Rename the top-level project archive folder (Project_Archive_Template) using the following convention:

• Year and month in which project was completed (yyyy-mm)—generally should coincide with date of final progress report
• Project number
• Project name (as it appears in the UPWP, or an easily understood abbreviation, if the UPWP name is very long)
• Example: 2013-07 14322 Early-Morning Transit Service

Documents placed in a project subfolder that have gone through editing should retain the existing Editorial file-naming convention. However, you should change the date to be that on which the document became official (for example, for work programs, memoranda, or reports that go to the MPO, the date in the file name should be the date of the MPO meeting at which the document was presented):

• Date on which the document was completed (yyyy-mm-dd)
• Document name
• Three-letter product-type abbreviation, for example, MEM for memo, REP for report, and so forth
• Author’s initials
• The word “FINAL” to indicate that it is the final edited version of the file
• Example: 2013-06-28 Early-Morning Transit Service MEM JB FINAL

Documents that have not gone through the Editorial process may retain whatever name the author (or outside source) gave them. However, authors are encouraged to adopt a consistent file-naming protocol that is compatible with the one shown above. Using the same file-name structure—consistently and for all files—at the beginning of a project may decrease the time you spend archiving the project at the end. Likewise, using the suggested folder structure (or some variant of it) consistently from the beginning of a project may decrease the time you need to spend at the end.

If some files are not in electronic format, they should be scanned, appropriately named, and placed in the applicable file in the project archive (for example, key correspondence or important data that was only provided as hard copy).

4. What to Archive

Only essential files need to be archived. If you are uncertain about whether certain files are essential or not, please consult with your group manager. Drafts and nonessential files—for example, files that are not associated with the final project outcome or product, or files that contain background information that was helpful to the author—do not need to be included. However, for MPO documents (the LRTP, TIP, and UPWP), any drafts and amendments that go out for public review and/or are voted on by the MPO should be a part of the project archive.

Below is an overview of the folders that are found in the Project_Archive_Template and the kinds of materials that should be filed in each. If some alternative organizational scheme seems to work better for a particular project, then you may use that scheme. For projects that have many files, you may wish to create subfolders with descriptive names to make materials easy to find. For such projects, you may want to include a README file in certain folders. You may also delete folders that you don’t need.

4.1 Top-Level Project Archive Folder

In addition to the subfolders listed below, the top-level folder should include:

• A README file. Typically, a README file contains a very brief description of the project and associated products and data, as well as the contents of the files (and their sources).
• A list of any missing files (theoretically, no essential files should be missing.)

4.2 Administrative and Other Nontechnical Materials

An empty folder has been set up within the “Administrative and Other Nontechnical Materials” folder for each of the topics cited below. When creating the final archive, you may add or delete folders, as necessary.

• Work programs and plans: Include the Word version of the document, a portable document format (PDF) of the exhibits that were generated from the exhibit-builder tool, and a PDF of the final version of the scope.
  • For work programs that are approved by the MPO and signed by the MPO Chair, include a scanned version of the signed document. For work programs that are presented to, but not approved by, the MPO (for example, those for most of the ongoing MPO activities projects), there will not be a signed copy.
  • For work plans, which are not approved by the MPO, include a scanned version of the copy that was signed by the client for whom the work plan was written.
• Correspondence: You should scan any essential paper documents, for example, public comments, letters, memoranda, attachments, etc. You may include critical emails, saved as PDF files.
• Project committee materials: Meeting notices, agendas, minutes, etc.
• Public process materials: Meeting flyers, newsletters, press releases, legal notices, meeting notes, PowerPoint presentations (FINAL only), etc.
• For MPO documents (and their amendments):
  • For public meetings: You should include a list of public meetings at which the document was discussed. Indicate that the materials for these public meetings may be found in the 3C Planning and MPO Support archive for Public Participation Process.
  • For MPO meetings: You should include a list of all MPO meetings at which the development or amendment of the document was discussed or voted on. Indicate that the meeting agenda, minutes, and other materials may be found in the 3C Planning and MPO Support archive for MPO meetings.

4.3 Technical Materials

In the “Technical Materials” folder, you will find a folder for each of the following topics:

• Background reports and materials
• Data
• Maps, plans, and profiles

4.4 Technical Memoranda

Include the Word version of the memorandum, along with files of any maps or other graphics that were combined with the Word file. You also should include the complete final PDF.

If you make changes to a memorandum after the project has been completed and archived, add the new version of the memorandum to the “Technical Memoranda” folder as the final memorandum, with the date of the changes in the file name. You should include a README document that explains the circumstances under which the changes to the final memorandum were made.

4.5 Final Report or Document (as distributed to the client, endorsed by the MPO, etc.)

If the report was produced using the CTPS report template, include both the Word version and the PDF version of the full document. If the report was designed and produced by Graphics, you only need the PDF.

If you make changes to a final report after the project has been completed and archived, add the new version of the report to the Final Report folder, with the date of the changes in the file name. As described above, include a README document in the folder explaining the circumstances of the changes.

Approved amendments to MPO documents should be archived in the Final Report folder.

5. Moving the Final Project-Archive Folder to the Project Archive shared Drive

Once you have completed archiving, contact IT to have the archived materials placed in the appropriate project archive folder.

If you need to include additional files (for example, amendments to MPO documents that occur during the federal fiscal year after the archive has been created), you should contact IT to make the changes.

6. Posting Final Documents to the MPO Website

For 3C-funded projects, accessible PDF and HTML versions of the final piece must be given to the CTPS website administrator to post on the Publications page of the MPO website. Reports and memoranda completed under agency contracts sometimes also are posted on the MPO website. You should decide, in consultation with your group manager and director, whether to post these documents. Follow the CTPS Accessible Document Production Process to ensure that all documents are properly formatted prior to posting.

In addition, write a brief description (“abstract”) of the report or study, which will be posted along with the document. Look on the website at examples of other accompanying descriptions to help you write this text, which should be reviewed by Editorial before it is forwarded to the website administrator.

7. Including Project Date in CTPS Databases

At the outset of a project, you should have determined, in consultation with Data Management, whether any existing CTPS/Boston Region MPO databases would be enhanced by data collected/analyzed in the course of the project, or whether the data warrants creation of a new database. If so, you and Data Management should have agreed on the best collection and storage methods for the data, for easy incorporation into the appropriate database later on.

When a project has been completed, you should provide the data to Data Management (or a representative of IT) to place in the appropriate database and/or on the website.

Examples of this type of data include:

• License plate surveys
• Parking lot counts (number and use)
• Pedestrian counts
• Pedestrian signal location
• Surveys of any sort
• Traffic counts
• Transit passenger counts
• Traffic signal location
• Transit vehicle on-time arrival and travel time checks
• Travel time estimates
• Vehicle classification counts
• Vehicle occupancy counts

Many resources are available on the Intranet that provide instructions on creating accessible documents. This page contains links to several short videos that cover some of the essentials and a website with comprehensive information about creating content accessible to everyone.

Section508.gov

The General Services Administration’s Office of Government-wide Policy created the Government-wide IT Accessibility Program to focus on providing support to federal agencies. Through its Section508.gov website, it features a comprehensive collection of instructional materials to assist government agencies to create accessible materials. MPO staff have curated videos from the website listed below that may help you create your materials.

• Module 1: Save as a Word Document (.docx) with a Descriptive Filename
• Module 2: Use Styles to Create Headings
• Module 7: Create Unambiguous Names for Links
• Module 9: Create Accessible Images and Other Objects
• Module 11: Use Color and Other Sensory Characteristics Plus Text to Convey Meaning
• Module 13: Create Accessible Embedded Files (appropriate to Storymaps)

There are many resources to help you produce accessible documents, including those created by MPO staff on the intranet. Below are some tips to assist you with your document creation. If you need more assistance, see the Document Production Guidebook (PDF) for specific instructions.

The top, top tip

Get to know Accessibility Checkers. Microsoft Word, PowerPoint, and Excel all have a built-in tool that scans content to identify potential barriers for people with disabilities. Using an Accessibility Checker is an effective way to get a rapid assessment of your document’s accessibility status and learn about available solutions.

Word

• Add alt text to visuals. Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document.
• Use style sheets, which are predetermined sets of consistent formatting that a user applies to text to control the visual appearance and behavior.
• Use the Navigation pane to check heading formats.
• Do not use color alone to convey information.

PowerPoint

• Give each slide a title. A title can be given that is not visible, which can allow a screen reader to read a title for the listener.
• Use a larger font size (18pt or larger), sans serif fonts, and sufficient white space.
• Set the reading order.
• Do not use color as the only meaningful difference between two ideas, or concepts; consider using patterns instead of solid colors in bar charts as a differentiator.

Excel

• Give all spreadsheets a unique name and remove blank worksheets.
• Ensure that there is text in Cell A1, where screen readers start reading.
• Create simple tables; avoid complex tables whenever possible.
• Avoid merging cells.

PDF

• Create Adobe forms or forms saved as Adobe products that allow navigation via tabbing rather than with a mouse.
• Accessibility should begin in the native format.
• Set security settings (restrictions from printing, copying, etc.) so they do not interfere with a screen reader’s ability to convert text to speech or Braille.
• Avoid images that contain text because they will not be read on screen readers.

GoogleDocs (Internal Use)

• Use text styles to support formatting. It is best not to rely on visual formatting alone to communicate meaning.
• Screen readers might not announce formatting changes, such as boldface or highlighting. For example, to mark an important section of text, add the word “Important.”
• Include alt text for graphics.
• Check for readable color contrast using WebAIM contrast checker or Accessible Web Color Contrast Checker.
• Use left-aligned text rather than justified text.
• Use captions.

Setting the document language helps screen readers pronounce words correctly. The language should be set to English (US) on the templates. When exporting a Word document to a PDF, the language should automatically transfer.

In Microsoft 365 applications like Word and PowerPoint, users can change the language setting at the bottom of the application, beside the current page and word count. Click on the language. A modal window will appear and allow you to change the document language.

In Adobe PDF, if the language has not been set in the previous application, the Accessibility Checker will flag this as an error. Users can change the document language in Adobe by going to File > Properties > Advanced tab panel. Under “Reading Option,” there is a Language drop-down menu. Here, select English.

Reading and tab order refers to the visual and structural navigation of a document. English and other Western languages are read from left to right, top to bottom. Screen-reader users from Western cultures also read this way, so it is important that documents are structured in a way that makes sense. When using a screen reader to navigate through a document, the user should be able to read through in sequential order.

Who is responsible for document reading order?

Authors and editors can both help to make sure documents have a reading order that makes sense. Authors should use agency templates, which are formatted with Word’s built-in style tools. The Graphics team can help by checking and tagging the accessible reading order in PDF documents.

When the Word documents are ready to be converted to PDF format, you can use the Save to Adobe PDF ribbon in the top toolbar. This will ensure that the semantic structures are transferred into the PDF and will improve the default reading and tab order.

What are the differences between applications?

PDF

Sometimes when you turn a Word document into a PDF, the reading order gets scrambled. You can use Adobe Acrobat Pro to edit the reading order so that it makes sense.

• Locate the Accessibility tools.
• After selecting the accessibility checker, users can go to the tags panel and review how the document is structured.
• Use the Reading Order tool to build in a reading order structure that may not have carried over from Word.

PowerPoint

PowerPoint’s Accessibility Checker has a Reading Order Pane. This is a side panel where you can check and adjust the reading order of your presentation. To open the Reading Order Pane, select Review, Accessibility Checker, and Reading Order Pane. This enables you to see the presentation information the way a screen-reader user would.

Note: There are differences in creating accessible PowerPoints by operating system. If you are using a Mac, the section pane will display slide content in reverse order, and a screen reader will read objects in the order they are listed from bottom to top. Here is a good breakdown of PowerPoint accessibility by OS. For a detailed demonstration, here is a good how-to video on checking PowerPoint reading order.

Excel

To preserve proper reading order in an Excel document:

• Make sure that the content starts in cell A1 and goes from left to right and top to bottom. Readers should be able to use the arrow keys on their keyboard to follow this reading order.
• Avoid spanning content over multiple columns or rows.

A link label is the text part of a hyperlink that explains where the link leads. Make sure that any links in your document have detailed labels. Avoid using vague labels like “click here.” If your report is going to be printed out as well as displayed on the web, it is good practice to also include the full hyperlink for those reading the print document.

Screen-reader users are able to look at lists of links within a document at once. They can choose to quickly navigate from link to link. If a link label only says, “click here,” or “read more,” the user will have no idea where the link leads. Document authors should choose clear labels, such as “Read our 2024 stormwater report” or “Read more about bike lanes.”

Word and PowerPoint

• To turn text into a link in Microsoft Word, highlight the text of the link label and press Control + K (Command + K for Mac).
  • Next, paste the hyperlink into the Address field.
• To add a label to a hyperlink, paste your hyperlink into the document. Then highlight the hyperlink and press Control + K (Command + K for Mac).
  • Next, enter your link label in the Text to Display field.

Excel

In Excel, you can also use the Control + K command (Command + K for Mac) to open the hyperlink window. However, instead of highlighting the text or link, you must click on the cell that contains the text or link.

Google Docs

Google Docs also uses the Control + K (Command + K for Mac) command to turn text into a hyperlink. Use the same methods as described above for Microsoft Word and PowerPoint. If you download your Google Doc as a Word document, the link and link label will be preserved.

This is a new addition to the 2017 version of Section 508. According to the WCAG 2.1 Understanding documents, “Instructions provided for understanding and operating content do not rely solely on sensory characteristics of components such as shape, color, size, visual location, orientation, or sound.”

This guideline applies to instructions for understanding, for example, avoid “The blue column is for the number of people who rode the T last year” or “Choose the button on the left.” Provide additional ways to get this information across.

This criterion applies to all types of documents, no matter what software is used to create them.

Color Alone

Colors carry a lot of meaning, but some people with vision disabilities cannot distinguish different colors. For example, red and green are often used to convey information. However, they can be a problem because they are difficult for many people to see. A color-blind person, for instance, may struggle to tell them apart.

For this reason, color shouldn’t be the only way to convey information. A stop sign is a good example of a design that doesn’t rely on color alone. The sign is colored red, but it is also shaped like an octagon. It has the word “Stop” on it. The color red isn’t the only way that information is shared.

This is good to keep in mind when creating bar charts, graphs, and other informational graphics with color. Including different shapes or patterned backgrounds along with colors adds information that people with color blindness can understand.