PIA Report Template - Description and Instructions

Template Layout
Template Instructions for Text Entry
Questions for TBS about the PIA Template and the Preliminary PIA Template

1.  RTF versions of the instructions and of the templates are available to download by clicking the "RTF" icon under the sidebar and saving to your computer.

2.  Template Layout

• For simplicity, there is only one section to this document
  
  
• Font: the font throughout the template is Times New Roman; the "normal" font size is 12 point (except smaller in the tables)
  
  
• All headings and "normal" have been pre-set and can be located from the styles drop down menu (to the left of the font menu) on the Word Formatting toolbar. The pre-set styles are as follows:
  
  
  • Heading 1
  • Heading 2
  • Heading 3
  • Normal (paragraph text)
  • Abbreviations List
  • Cover Page Date
  • Cover Page Department
  • Cover Page Title
  • Heading (not numbered)
    
    
• Margins are set as follows:
  
  
  • Top        1"
  • Bottom        1.15"
  • Left        1.25"
  • Right        1.25"
  • Gutter        0"
  • Header        0.5"
  • Footer        0.56"
    
    
• Pre-set Header: PIA <Project Name>
  
  
• Pre-set Footer: <Date> <Version> plus automatic page numbering
  
  
• Page breaks: a page break is inserted before each major heading (Heading1)

3.  Template Instructions for Text Entry

• Text in the template that appears together with parentheses ( ) is instructional and should be highlighted and deleted before the PIA is finished.
  
  
• Text in the template that appears together with these symbols <  > should be highlighted and replaced with appropriate text, for example, <Date> is replaced with: July 1, 2003.
  
  
• Bullets have been set up several places in the template. Bullets will work automatically.
  
  
  1. To use an existing bullet, place your cursor beside the bullet and enter text
     
     
  2. To continue the list with more bullets, tap the return key at the end of the last bullet's text
     
     
  3. To delete a bullet, place your cursor beside the bullet and tap the "delete" key.
     
     
• Tables: there are three tables in the template. Tables will work automatically.
  
  
  1. To use an existing row, place your cursor in the desired cell and enter text. You can move to the next cell to the right using the "tab" key
     
     
  2. To continue the table with more rows, place your cursor outside the last cell (i.e. outside the extreme lower right cell of the table); then tap the "return" key. A new row will appear. (It may be helpful to turn on the "Paragraph marker" on the Standard toolbar - ¶ - to see the end-of-row marker. Place the cursor to the left of the end-of-row marker)
     
     
  3. To delete a row, highlight it and tap the "delete" key.
     
     
• The Table of Contents is set up to automatically follow page location numbers in the document as it contracts or expands. However, you must recreate it for the automatic feature to take place. Here are the steps to do this in Microsoft Word:
  
  
  1. Highlight the Table of Contents
     
     
  2. Go to Word's "Insert" drop down menu; select "Index and Tables"
     
     
  3. Click on "Table of Contents"
     
     
  4. Click on "Options"; "Styles" should not be checked; "Table of entry" should be checked; click "OK"
     
     
  5. Click "OK" at the Table of Contents" dialogue box
     
     
  6. Word will ask you if you want to replace the current Table of Contents; click "OK".
     
     

You need to do this each time you recreate the Table of Contents.

If you delete a heading, the automatic Table of Contents feature will reflect the change only as long as you delete the automatic "marker" at the same time. You can see these markers by turning on the paragraph markers on Word's Standard toolbar (the icon for the paragraph marker on the toolbar looks like this: ¶ ).

If you add a heading, you must add an automatic marker. To do this:

1. Hold down Shift + Option + Command + the letter "o" (all at the same time) and the "Mark Table of Contents Entry" dialogue box appears
   
   
2. Click on (or highlight) the heading in the text
   
   
3. Click on the dialogue box. Decide if your new heading is:
   
   
   • level 1 (e.g. 2. Introduction)
     
     
   • level 2 (e.g. 2.1 Report Objectives) or
     
     
   • level 3 (e.g. 6.2.1 Privacy Risk and Risk Mitigation).

   Then select the correct level in the dialogue box

4. Click "Mark"
   
   
5. Close the dialogue box, or click back in the document to continue there.
   
   

Questions for TBS about the PIA Template and the Preliminary PIA Template

1. How many sets of instructions will be needed? As set out in the project plan, the template is created in and the instructions written for Word 2001 for Mac. Do we need to look for differences in Word for Windows? Instructions for Word Perfect etc.?
   
   
2. The instructions for the automatic Table of Contents are somewhat complicated and should be tested in the field-testing stage. On the other hand, the Table of Contents could be simplified by removing the automatic feature and giving instructions to manually make changes to the headings list and insert page numbers as a last step in completing the PIA. This would be a simpler, though less efficient, way of producing the table. (A side benefit of the automatic option is people learning how to use it.)
   
   
3. The goal is assumed to be an electronic working copy of a Word document in the hands of potential users. What is/are the anticipate means of distribution? Are you thinking about an on-line RTF file similar to your Enhanced Management Framework, Process/Procedure Template (PPTO-TM-001)?