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IA [impact assessment] template user manual
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1. IA Template User Manual Introduction The Impact Assessment IA Template has been designed to simplify the publishing process by helping users to produce a document that resembles a published and printed IA The template uses standard MS Word functionality with which most users are familiar This version of the manual applies to IA Template from release 3 2 0 onwards Please see IA template version page 17 for information on template releases IA Template Support Should you require specific guidance on the use of the template for your document that is not covered by the user guide or FAQs please contact the SI Support Desk by email e jiasupport tso gse gov uk if you are an gsi or x gsi email user e jiasupport tso co uk other email users Please ensure that the subject line of your email makes clear that the query relates to the IA template Communications from open email networks non gsi or x gsi are not secure These should not be used to send Protectively marked documents Keyboard conventions Keys are referred to throughout the manual in the following way Enter denotes the Return or Enter key Delete denotes the Delete key and SO on Command button conventions Toolbar buttons are shown as they appear on the toolbar e g Update Notes Within each section any items that need further explanation or extra attention are emphasised by shading For example Note Word will prompt you
2. mie Preview Blank Normal Mormall 1 Document Preview not available Create Mew Document Template 7 Right click within the General window area and choose Paste or Ctrl V My Templates or 7 mj Preview Mormal Mormall 1 Document Select an icon to S66 4 preview Create Mew Document Template OK Cancel Creating a new IA document based on the IA Template If your IA Template was saved in the default Templates folder you will be able to access it by using the following method To create a new IA based on the IA Template Word 2003 Select File New Choose On my computer from the new document pane Select the IA template A dot Choose OK ee Word 2007 Select New from the Office button Choose My templates Select the IA template A dot Choose OK ay Attaching the IA template When you create a new document based on the IA template the document is associated with the IA template If the default template folder is not used then the IA document will not be portable between users An indicator that the default template folder has not been used is absence of toolbars these are in the template not the document Note If the IA toolbar is not visible then the template is not attached The IA template A dot cannot be attached to IA documents created by earlier versions of the IA template If such a document needs to be edited using the template then th
3. change to a template always respond No The wording may be Do you want to save the changes you made to JA dot or Do you wish to save changes to the document template Note If prompted to save changes to a template always select No When closing your document you may receive a message asking you if you want to save your changes even if you have just saved them This 1s because the closing action may update some internal settings after you have saved your work In general always respond Yes unless you have made changes that definitely must be discarded rather than saved Note If prompted to save changes to a document always select Yes Naming conventions Do not rename the template keep it as JA dot If the template is renamed then this will compromise portability Template and publication functionality have to differentiate between this version and previous version of the template New versions Always check that you are working on the latest version of the IA template On the IA menu Help item the precise version of the template can be viewed The IA template download website will confirm the latest template release Installing the IA Template in your Templates folder Word 2003 method l Browse using Windows Explorer or My Computer to download folder where the IA template is located Select the template file single click Select Right click Edit Copy or pr
4. template You may want to change the stage of an existing document however For example if an IA is moving from consultation to final stage you may want to keep the original version by saving as a new document and amending the stage Use this button to update the stage setting or correct an incorrect initial selection Set Impact Assessment Stage Ea Choose Impact Assessment stage Development Options ki Cancel 15 Paste Without Format Many of the text fields in the template are protected pre formatted form fields which do not support additional formatting such as tabs bullets bold italics etc They will also ignore any formatting applied to text that you copy and paste from another document The Evidence Base and the Annexes sections are however unprotected and you can copy prepared text from another document and paste it into these sections However because there is a risk that the introduction of external text may not conform to the standard format we recommend that text from external documents is copied in the normal way but then pasted into position using this button You can then use the EB styles see below on the toolbar to apply heading and paragraph formats consistent with the template Tracking Changes is Off Tracking Changes is On If the toolbar button reads Track Changes is Off it means that track changes is not currently enabled If you click on the button which toggles it will e
5. to save changes if you attempt to close an amended document without having saved The panel will be prefixed with the word Note What are templates Every Microsoft Word document is based on a template A template determines the basic structure for a document and contains document settings such as autotext entries fonts key assignments macros menus page layout special formatting and styles Each document records which template it has been based on and the location of the template where the template is saved To ensure that you encounter few problems on opening and saving files please refer to the best practice procedure at the end of this section Overview of the IA Template The IA template has been designed to assist you in drafting new impact assessment documents in the correct format Instead of having to know all the font sizes types of font whether they are centred or not or how much space to leave after elements the template will insert or format these elements for you This is done by using styles in Word Styles are the main feature and all IA elements like the title will have their own unique style The IA Template process The IA template is the front end of a production process that enables simultaneous production of both print and electronic formats of an JA The design functionality and correct usage of the template are all essential factors in the success of the production process The template s style
6. e of One In Value SSE E business per year One Out Measure qualifies as EANCB on2009 prices m m m Yes No In Out zero net cost What is the problem under consideration Why is government intervention necessary Maximum of 7 lines 12 Using the template This template has been designed with a combination of form fields and tables in the Summary sections including the Policy Options and form fields free text areas in the Evidence Base We strongly recommend that you navigate in the Summary sections using the tab key to advance to the next field and the shift tab keys to return to the previous field to ensure that the placeholder is entirely selected before entering any text A quirk in the way that Word works with form fields in tables means that precisely selecting text strings in some parts of the template is impossible When the document is protected you can place the cursor at any point in a form field with a single click double clicking will select the word and treble clicking will select the entire field content Double clicking the first or last word in a field will also select the entire contents of the field Text selection in the Evidence Base and additional Annexes works normally Customised Toolbars The following features are available from the customised toolbars in Word 2003 or from the Add Ins tab in Word 2007 Add Remove Policy Options A single Policy Option section is included when a ne
7. e text must be pasted into a new document created using JA dot 10 The IA template user interface When a User chooses to create a new IA document from the IA template using the IA template the following dialog box will appear Set Impact Assessment Stage fx Choose Impact Assessment stage Development Options Cancel Select the stage from the drop down menu and click OK The options are e Development Options e Consultation e Final e Enactment e PIR The document will come to the foreground with the selected stage displayed in the field at the top right of the first page and customised toolbars providing access to features of the template will load under the Word toolbars displayed below the main Word menu 11 Document3 Microsoft Word File Edit View Insert Format Tools Table MathType Window Help Aq IATitle v rial Unicode MS 11 B Z U Final Showing Markup Show gt 2 2 x BD aby z OBE BIGR TOsaBg9 89 SaBAT 0 O D Add Remove Policy Options Insert Delete Signature Set Security Classification Set IA Stage Paste Without Format g mM n i i E 4 l X 4 gt 4 ae EBHeading Style EBHeading2 Style EBHeading3 Style EBHeadina4 Style EBBodyPara Style EBBullet Style EBNumber Style B Tracking Changes is OFf Accept or Reject Changes a Title Impact Assessment IA Date 01 01 2011 IA No z a Stage Development Op
8. ess Ctrl C to copy the template Start MS Word select File New A New document pane will appear Click On my computer under the Templates heading Templates X Publications Reports web Fages T5 General Legal Pleadings Letters amp Faxes Mail Merge Memos Other Documents jes al Preview E mail Message Preview not available Create Mew Document Template Templates on Office Online Cancel T Right click within the General window area and choose Paste or Ctrl V x Publications Reports web Pages T50 General Legal Pleadings Letters amp Faxes Mail Merge Memos Other Documents Preview Blank ML Document Web Page E mail Document Message Select an icon to S66 4 preview Create New f Document Template Templates on Office Online Cancel Word 2007 method l Pupe E Browse using Windows Explorer or My Computer to download folder where the IA template is located Select the template file single click Select Right click Edit Copy or press Ctrl C to copy the template Start MS Word select New from the Office button The dialgue below appears New Document Installed Templates My templates New fram existing Microsoft Office Online Featured Agendas Award certificates Brochures 6 Select My templates New My Templates w
9. le Policy Options should be deleted then simply repeat the process Remove Summary Analysis amp Evidence Papes Eg Which Policy Option do you wish bo remove B Cancel Insert Delete Signature At the bottom of the first page of the IA there is a space where the Minister Chief Executive or Chair responsible for the policy must sign it off You can use a prepared signature graphic at this point To insert the graphic when your IA has been approved by the responsible signatory use the nsert Signature Graphic command from the nsert Delete Signature menu A window will open so that you can browse and select the graphic before 14 clicking the nsert button When you insert the graphic it will be scaled and positioned automatically Inserting a graphic automatically enters the date when the signature was added You can edit this date manually if you need to amend it If you need to remove a signature graphic use Delete Signature Graphic from the same menu This will also remove the date Set Security Classification Use this button to select and apply a security classification that will appear in the header of each page There are five classifications to select from Protect Restricted Confidential Secret and Too Secret Set Security Classification Choose security classification Cancel Set IA Stage The stage of the IA is selected from the pop up window that appears when a new document is created from the
10. nable the track changes and its status will be changed to Tracking Changes is On Accept or Reject Changes This button will open a dialog through which user can accept or reject changes which he she made or traverse through those changes Accept or Reject Changes Changes Word Validator Find Next Insert Find Previous 5 8 2011 19 04 00 Accept Reject Accept All Reject All Close EB Styles Use the buttons to apply standard styles to text in the Evidence Base to keep the formatting consistent Note the toolbar containing the EB styles is only available when the User is editing the Evidence Base section of the document 16 IA template version From Version 3 a Help feature will enable the user to establish the precise release number of the installed template The release information for the first template containing this functionlaity is displayed below 17
11. s and elements are designed not only to look correct on the page but also to enable each individual element to be extracted and tagged correctly for XML HTML and SGML output Automated validation and conversion processes based on this template will be used within the IA workflow in the near future Incorrect use of the template or changes to template styles will cause errors in this workflow These errors will need to be rectified manually which could prevent the simultaneous publication of the print and electronic versions Note Modifications to the template may delay the publication of your document IA Template Best Practice This section provides guidelines for looking after the template moving it and sharing it with other users Locations to save the IA Template To ensure portalbility you will need to install the template in the default MS Word templates directory folder In an office environment all PCs will usually be setup the same way If some users do not save the template in the default template folder then the template will not automatically attach Template changes Do not make any changes to the IA template or alter autotext entries This will ensure that all validation functions and styles are retained within the document By default the properties of the template are set to read only Due to Word functionality you may receive unexpected prompts to save changes In general if you are prompted to save a
12. tions kand daparimant uruganoy Source of intervention Domestic Type of measure Primary legislation Other departments or agencies Contact for enquiries Summary Intervention and Options RPC RPC Opinion Status Total Net Present Business Net s 5 In scope of One In Biissiesiv Gimli see Value Present Value SENSA hel yee One Oun 4 ESNCB on 2009 prices m m m Yes No InfOut zero net cost What is the problem under consideration Why is govemment intervention necessary Maximum of 7 lines In Word 2007 Click the Add Ins tab and customised toolbars providing access to features of the template will display in the menu ribbon bel 9 5 Document2 Compatibility Mode Microsoft Word Table Tools Home Insert Page Layout References Mailings Review View Add ins Design Layout Gi Tracking Changes is Off Accept or Reject Changes od Add Remove Policy Options Insert Delete Signature Set Security Classification Set IA Stage Paste Without Format EBHeadingl Style EBHeading2 Style EBHeading3 Style EBHeading4 Style EBBodyPara Style EBBullet Style EBNumber Style Custom Toolbars Double click to hide white space Title Impact Assessment IA Lead department or agency Other departments or agencies Summary Intervention and Options RPC RPC RPC RPC Opinion Status RPC RPC Opinion Status Cost of Preferred or more likely Option Net cost to Total Net Present Business Net a In scop
13. w IA document Is created via the IA Template Each additional Policy Option that is required should be generated by selecting Add Section For New Policy Option from the Add Remove Policy Options button on the toolbar It should be noted that each Policy Option added is numbered sequentially according to its position in the document and not according to the order it was added Add Remove Policy Options InsertiDelete Signature Set Security Classification Set IA Stage Paste Without Format z 4dd Section For Mew Policy Option Remove Policy Option s 7 E A further dialog box will ask the User to specify the position of this new Policy Option in relation to pre existing Policy Options 13 Add Summary Analysis amp Evidence Pages Where do vou wank to add the pages O At start New Pallicy Option 1 fe At end New Policy Option 23 C After Policy Option 1 4 Cancel Use the Remove Policy Option choice under the same initial Toolbar button Add Remove Policy Options to remove any policy option s that are no longer required AddfRemove Policy Options InsertiDelete Signature Set Security Classification Set 1A Stage Paste Without Format a Add Section For Mew Policy Option Remove Policy Option Remove Poley option oss A dialog box see below will ask which existing Policy Option should be deleted The remaining Policy Options will automatically be renumbered sequentially If multip
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