IS - 1818 Document Development and Production Services	Financial Administration    Interim Release Date: 12/18/03 Official Release Date: 10/21/04
Policy

Administrative Directive 

Introduction

Central New Mexico Community College (CNM) provides document development and production services for faculty and staff through the Public Information Office (PIO) and Duplicating and Postal Centers (DPC).  PIO and DPC offer  strategies that encourage the best use of services when developing documents.

There are four document-strategy components:  approval, analysis, preparation and production.  Each of these components is comprised of processes and requirements that assist the customer in developing documentation that serves their purposes while abiding by the processes that standardize document design and production services.

1. Document Design and Production Services

The design and production services offered to staff and faculty at CNM provide a process that supports strategic values, standards, promotion of programs, services and projects.  The process is detailed in this administrative directive and the procedure to assist users in determining where to request services and what steps are necessary to comply with legal requirements and standard operating processes. 

The services provided by the Public Information Office (PIO) and Duplicating and Postal Centers (DPC) are listed to assist the user in selecting the services needed to complete the job.  Additional services are available through PIO and DPC and can be explained by representatives in those offices.

All published materials representing CNM in any form or manner must be reviewed and approved by PIO prior to distribution.  However, certain course and departmental CNM materials distributed on campus (e.g., course syllabi, department newsletters and memoranda) do not have to be reviewed or approved by PIO.

PIO services include the following:   

·        Assistance with the analysis involving the design, technical support, and document review.  This includes discussion between the customer and PIO in determining the purpose, intent, use, audience and estimating cost of the final product.

·        Assistance with the preparation of the product including design and placement of print, radio and television advertising, as well as pamphlets, brochures, posters, cards and other documents.  This includes the choice of product, layouts, graphics, and function of the product.

·        Assistance with the production of the final product.  This could include consulting on best avenues for publicity and writing and placement of news releases and photos and the best production method for the product.

DPC services include the following:   

·        Document production which includes copy services (black and white or color), paper selection, choice of binding and bulk mail processing (for example:  folding, envelope-stuffing, affixing labels flyers and sending them to addressees

·        Services for CNM instructors such as creating custom books and sets of tests.

·        In-house supply of production materials or advice on ordering supplies.

·        In-house supply of production materials or advice on ordering supplies.

2. Document Approval

2.1        Services provided by PIO require supervisory approval as indicated by the signature on the
      PIO Request for Services. 

      Services provided by DPC require completion of, and supervisory signature approval on,
      the Duplicating Request form.

                       Often there is a coordination of effort between PIO and DPC to complete documentation
                        projects.  This partnering between the two departments provides the best use of resources.

2.2        The approval process must consider and meet all state procurement code requirements. 
      This could include vendor quotes and bidding through the normal purchasing requisition
      process in partnership with the Purchasing Department.

2.3       Approval on the request for service indicates permission and budget allotments to cover
            costs involved with the project.  Purchase requisitions  must be completed and routed
            through the Business Office and Purchasing Office for any use of funds involving outside
            vendors.

3. Document Analysis

3.1       Document analysis involves many decision-making activities regarding the design and
            philosophy of the document.  Document analysis activities are done in PIO.

3.2       The representatives in PIO assist users in determining what the document should  look like
            and what it should contain based upon the purpose of the document, time constraints,
            budget considerations and CNM documentation and publication standards.  Document
            Analysis includes:  document purpose, format, design features, content, cost, and
            compliance concerns.

3.3       Scheduling completion dates can vary for each project and are based upon the complexity
            of the document being developed and the workload of PIO and DPC.  After the job is
            analyzed, a completion date is assigned to the document project.

            It is advisable to contact PIO and/or DPC as early in the document planning and  
           development process as possible to ensure adequate lead time.  Both departments work on a
           “first come, first served” basis.

4. Document Preparation

4.1        Document preparation is taking the information gained during the analysis phase and
      applying it to the design of the document (content, layout and graphics).  PIO assists the user
      in deciding which design elements best fulfill the document purpose and budget
      considerations within the standards developed by PIO. 

4.2       Document specifications and estimates are developed based upon whether the document is
      going to be reproduced in-house or through an outside vendor.  If the document can be
      produced through CNM’s DPC facilities, PIO contacts DPC to schedule production of the
      document. 

            If the document is going to be reproduced at an outside vendor, the standard
      Purchase Requisition process is followed.                       

5. Document Production

            5.1       PIO either creates, or contracts with vendors to create, camera-ready masters that are
                        reproduced in-house in the DPC facility or through outside vendors.  Analysis of the
                        document complexity, schedules, and in-house capabilities determine whether the
                        documents are produced in-house or through a vendor. 

            5.2       Documents produced by DPC are scheduled according to availability.  Delivery service
                  is available. Customers may submit the contents of black and white copy jobs in the
                  following formats:

      ●          As a hard-copy (paper) original; clean, laser-printed documents are
                  recommended

      ●          On a 3.5 inch floppy disk or on a 250MB zip disk, CD ROM, in a
                   DPC-approved software, which include Microsoft PowerPoint and any of the
                   Microsoft Windows XP programs

      ●          As an attachment to an e-mail addressed to the manager of DPC

      ●          By website Duplicating Request form

            5.3       Rush requests must be approved by the DPC copier technician or DPC manager, who
                        notes approval on the Duplicating Request form.

            5.4       Customers must provide DPC with camera-ready copy.  That is, the original document
                  must be formatted the way the customer wishes it to appear.  DPC  cannot make any
                  adjustments to the document.

                        Attachments must be in one of the DPC-approved software cited above.

            5.5       Individuals and departments purchase DPC services and materials with their 8- digit
                  department cost account number.

         5.6        Prices for DPC services and materials are listed on the DPC website.

          5.7       DPC does not have the capability to provide offset printing.  Request for printing services
               go through the normal procurement process. 

          5.8       If DPC is unable to provide the requested services, for any reason, the Duplicating Request
               form will be forwarded to the Purchasing Department for procurement through the normal
               procurement process.

            5.9       Vendor production is coordinated through the Purchase Requisition process with identified
                        specifications that detail the vendor responsibilities regarding production standards and the
                        contracted job details.

6. Definitions 

Forms:	Duplicating Request Department Purchase Order PIO Request for Services
Support Materials:	IS-1810, Department Purchase Order
Reference Materials:	DPC Website  PIO Website