Preparing a DMR for Submittal to the Technical Editor a Self-paced Tutorial

1. Preparing a DMR for Submittal to the Technical Editora Self-paced Tutorial Prepared for the NUWC Division, Keyport DLA Team NUWC Division, Keyport

2. Training Overview • This self-tutorial will familiarize you with the steps that should be taken prior to submitting a Document Maintenance Report (DMR) • How to prepare a DMR folder and contents for submittal • What documentation must be submitted with the DMR • How to proofread your report • What errors to look for • Effective methods for finding common errors • Reference materials available for your use • Technical editor consultation • Standardization manuals • Online dictionary and style manual resources • The most common errors • The self-tutorial should initially be utilized as a learning tool and can be used later as a reference tool. The tutorial will be modified according to changing standardization practices and internal preparation methods.

3. Review • DMR • Subject document and related notices and amendments • Appendix cover pages • HAZMAT form • Coordination list • Notice/CID/revised document • Form 1426 (if you are preparing a military detail or performance specification or military standard) • Review correspondence (all e-mails and phone logs pertinent to this project) Contents of the Electronic Review Folder • The review project folder on the DLA server should contain the following: • Do not add unnecessary documents to the review folder, such as the original project assignment e-mail (unless it contains data pertinent to your research) or miscellaneous research data (unless it will be part of your DMR or Appendices).

4. DoD Points of Contact from ASSIST SD-4 Project Information from ASSIST DMR and related appendices, in the order specified by the DMR table of contents Document Profile from ASSIST Correspondence and research data Referenced document information, in order listed in DMR (ASSIST document profile, related notices, and first page of subject document for each referenced document) Be sure to include supporting data for your factual claims. Technical issues, company names and addresses, and procurement data all fall into this category. Contents of the Physical Review Folder Remember, butterfly clips on folders Use binder clips on folders. Use paperclips or staples for grouping documentation. Right side of open folder Left side of open folder

5. Proofread Before You Submit • The easiest way to save the tech editor and yourself time re-working a project is to proofread it carefully before you submit it. • Print the documents out and arrange them in the folder as if they are going to the client. • Set the project aside for a day or two to clear your mind. Constant exposure to a project tends to make a person resistant to obvious errors – as the old saying goes, “You can’t see the forest for the trees.” • When you next view the folder, put yourself in the client’s shoes. What would the SPM see of value in the DMR package? What is missing? Does it make sense? Read for content, not just typographical errors. • Use a red pen to mark as you go.

6. Reviewing the DMR • Review the cover page – read the title word-for-word against the subject document. Check the document ID against the subject document. Does the project number match what is found in the ASSIST Project Profile? • Review the Table of Contents and List of Appendices Page. Are the sections listed in the table of contents on the pages they claim to be on? Physically check the DMR to be sure. This is a common error. Are the appendices all there and in the order stated in the List of Appendices?

7. Reviewing the DMR • Review the DMR carefully. • Is it logical and easy to understand? • Is the research presented in an organized, meaningful manner? • Is the research thorough and presented in its complete form? • No un-returned phone calls or unresolved issues. • Are the referenced documents all listed with correct titles and document IDs? • Do the conclusions and recommendations follow the analysis and market research?

8. Reviewing the Contents of the DMR Package • Review the contents of the entire DMR package • Are all appendices included? • Do you have the original (subject) document printed from ASSIST and included in Appendix A? • Is your hazardous materials form completed on the current template? • Did you prepare a coordination list from the coordination activities list provided in ASSIST? • Are your proposed documents included? • Did you prepare a summary of changes if you are revising a document?

9. Proofreading the Proposed Document • Proofread all proposed documents carefully. For all documents, check: • Title: check against original document. • Header information: • Correct document ID and letter version • Correct supersession data • Footer information: • Correct footer statement • Have you attached a DD Form 1426 if called out in the footer? • Concluding information (last page): • Are the correct activities listed? • Has the correct concluding information box been used? • Note the difference between a CID or fed spec and a mil detail.

10. Proofreading a Notice • Check to be sure the correct superseding document is called out in the header if the notice you are preparing supersedes another notice. • Check the date of the superseded document – is it correct? • Check to be sure the correct original document date is inserted in the body of the notice.

11. Proofreading a CID • Has the correct template been used? Compare to the CID template found on the DLA server. • Does the CID follow the appropriate section layout? • Does the Scope section follow the requirements of the FSM? • Does the Notes section contain a PIN, a sources of documents section, and an ordering information paragraph? • Proofread the sources of documents paragraph and be sure you have a listing appropriate for each document cited within the CID. • Proofread the ordering information against citations within the document. • Does the CID contain the correct concluding data box with GSA entity?

12. Proofreading a Detail or Performance Specification • Has the correct template been used? Compare to the military detail spec template found on the DLA server. • Does the spec follow the appropriate section layout? • Does the Classification section follow the requirements of MIL-STD-961D? • Are all documents cited in the spec listed in section 2, “Applicable documents?” Proofread titles against the cited document. • Make sure there are no occurrences of the words “shall”, “will”, or “must” in paragraphs 1, 2, or 6. Wording that implies contractual obligation is restricted to sections 3 and 4.

13. Submitting the DMR Package • When you are certain that the project is ready for technical edit and review, prepare a DMR checklist and attach it to the front of the project folder. • Forward an e-mail to the tech editing team notifying them that the project is ready for review. • Submit the document for initial review. • Be prepared to answer any questions the tech editor may have during technical review. Keep all of your detailed research data on hand if it is too much to submit with the project! • If you find that you need to make changes to the DMR after you have submitted it, consult with the tech editors first. This will prevent any duplicate changes or un-edited additions from creeping into the document. • Corrections due to template changes are the responsibility of the researcher. Please retrieve and make the changes accordingly.

14. The Most Common Errors • As you have seen, there are many ways you can improve the quality of you standardization project, most importantly by proofreading it carefully. • If you have a research or formatting problem you cannot resolve, please consult with the technical editing staff during the preparation of your report and we will assist you in finding a solution. • Proofread, proofread, proofread. Our goal should be quality ahead of speed. In the event that the project is a “rush”, it should prepared, proofread, and submitted in a timely manner with the same level of quality required for any other project. • Some of the most common errors are: • Incorrect table of contents page numbers in the DMR • Incorrect referenced document titles in the DMR and specification • Incorrect header information (e.g., date of original doc is wrong, or doc ID/rev letter is incorrect, or the words “Notice X” are missing) • The word “shall” appears in sections 1, 2, or 6 of a military specification • Poor formatting/unreadable tables • Incorrect PA, custodians, or reviewers in the concluding material

15. References • Finally, there are many good references available to you that you should be consulting during the preparation of your projects: • The standardization manuals: • MIL-STD-961D for military specifications • MIL-STD-962C for military standards and handbooks • The GSA Federal Standardization Manual for CIDS, federal specifications, and federal standards • DoD 4120.24-M for consultation regarding standardization policies and procedures • SD-1, the Standardization Directory, published quarterly, which provides standardization activity POCs and addresses • SD-5, for market research • The Internet and various search engines provide excellent research capabilities for the performance of market research, fact checking, and locating vendors, suppliers, military and other government installations, as well as other miscellaneous data. If it exists, it’s probably on the Web. • The Defense Standardization Program website provides useful policy and directives: http://www.dsp.dla.mil/policy/memos.html

16. References (Continued) • The GSA Style Manual can be found at: http://www.access.gpo.gov/styleman/2000/browse-sm-00.html • Merriam-Webster Online dictionary can be found at: http://www.m-w.com/ • A good all around library of reference material can be found at: http://www.libraryspot.com/ • The DSCR website can be found at: http://www.dscr.dla.mil/ • DSCR Product Centers can be found at: http://www.dscr.dla.mil/pcs.htm • A good acronym finder is: http://www.acronymfinder.com/ • A good scientific conversion program is: http://www.processassociates.com/process/convert/cf_all.htm • See the technical editing staff for assistance in locating information online if you can’t find it. We have an extensive list of reference websites for different situations and problems.

17. Conclusion • If you follow the steps provided in this presentation, your project will make it through the technical editing phase easily and quickly. • You will have fewer continuity and technical errors. • You will have fewer standardization program management questions to answer once the DMR is submitted to the appropriate analyst. • Remember the key steps: • Review and proofread your work for content • The research should be logical • The DMR should be organized and complete • The DMR conclusions and recommendations should reflect the analysis • Review and proofread your work for technical errors • Correct template • Correct titles, dates, supersession data, concluding material, coordination addresses, etc. • Do not hurry through your project – think quality before speed. The money you save on the front end of the project will only be spent later to repair the documentation. Get into the habit of setting aside your work for a couple of days before reviewing it with a fresh perspective.