AFPIMS-SOPs-Pressops-June-2016.pdf

DOD Press Operations News Product Postings User’s Guide

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Contents

Overview

Section 1 – Business Rules

1.1– Submission Business Rules

1.2– Processing Business Rules

Section 2 – Posting Processes

2.1 – News Releases

Overview

Create PressOps: Release

2.2 Add Media (Images)

2.3 Relating Items

2.2 – Press Advisories

2.3 – Transcripts

2.4 – Speeches

2.5 – Today in DoD

2.6 – Contracts

2.7 – Casualty PDF

Section 3: Documents

3.1 – Uploading Documents/File Manager

3.2 – Posting Documents on the Publications Page

Section 4: Gov Delivery

Overview & General Approval Procedures

Overview

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The News Content Management team posts online a variety of products created by the Press Operations

Team at the Pentagon (Office of the Assistant Secretary of Defense, Public Affairs). Products include

News Releases, Press Advisories, Transcripts, Today in DoD, Contracts, Casualty PDF and documents that are posted to the Publications page on www.defense.gov. Each product has a subscriber list, and the team must approve the Gov Delivery listserv notices after posting, and notify the requester when the task is complete.

Occasionally, the team posts speeches when requested by the speechwriters; the team cannot approve the Gov Delivery subscription listserv for this product and the requester must be notified that the speechwriters need to do that.

Section 1 – Business Rules

1.1– Submission Business Rules

1. The Press Operations Team at the Pentagon (Office of the Assistant Secretary of Defense, Public

Affairs) submits content for posting to the News Content Management team via the Pressops

Email Distribution List - DMA Ft Meade PROD List DoD Production Press Ops Approve dma.meade.prod.list.dod-production-press-ops-approve@mail.mil.

2. Content is marked FOR POSTING at the start of the subject line and should include ready-to-post text.

3. FOR POSTING emails may include specific instructions for posting, such as a specific date and time, or for immediate posting.

4. Corrections should be sent as soon as possible with CORRECTION: FOR POSTING, usually as a reply email to the original request.

5. All correspondence regarding postings should be conducted via email so that all members of the team have visibility. Offline telephone conversations with the Press Operations Team at the

Pentagon regarding postings should be documented in an email to the Pressops Email

Distribution list to reduce the potential for confusion.

http://www.defense.gov/ mailto:dma.meade.prod.list.dod-production-press-ops-approve@mail.mil

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1.2– Processing Business Rules

1. FOR POSTING requests cannot be predicted (beyond the standard 5 p.m. Eastern Today in DoD and

Contracts postings) so it is essential for the team to monitor email closely and set up email rules to flag these requests to improve workflow.

2. Upon receiving the request, content managers must do the following:

a. Review the request:

i. Check posting time

ii. Check title (if one is needed)

iii. Check for special handling requests (posting time/instructions/special formatting such as bullets, links to documents)

b. Respond to the request:

i. Re-state type of posting

ii. Re-state name of posting (if different)

iii. Re-state time it will be posted

iv. Ask for clarifications as necessary

c. Review material for consistency and give it a general proofread

i. Check type of posting

ii. Check for obvious errors such as typos; NOTE: spelling of foreign leaders’ names may differ from AP or DoD style and that is OK.

iii. Check country spelling

iv. Does content match the copy layout for the type of posting requested?

v. Do you have all the information necessary (headline/full text)?

d. In the event a typo or other error is discovered, reply to the original email requesting permission to make the change. This is essential because this may have been distributed elsewhere.

3. Receive PressOps posting request via the Pressops Email Distribution email:

4. distro list; email must be monitored closely.

5. Review request for type of posting.

6. Acknowledge posting request:

a. Re-state type of posting

b. Re-state name of posting (if different than type of posting)

c. Re-state time posting will be published

d. Seek clarification if necessary

7. Review material for consistency and give it a general proofread:

a. What type of posting is it?

b. Does type of posting requested match the copy layout?

c. Is all the material present (including headline/full text)?

d. Review for typos, misspellings (check country names etc.) and alert Pressops to any issues

8. Note requested time/date for posting if specific time is designated.

9. Log in to Content Management System (CMS).

10. Enter the appropriate CMS module, per posting type.

11. Create new post.

12. Return to content (Word doc or pasted in email) and copy content.

13. Return to open posting template in CMS. Paste content in appropriate areas (ex., headline, body text, presenters).

14. Review content for consistency.

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15. Choose current day’s date unless otherwise instructed. Save post. (Note: Date to be chosen may

NOT be current day’s date, but may be a past date.)

16. Preview post. Review content for:

a. Consistency

b. AP Style

c. Formatting

d. Typos, double words etc.

17. Make necessary changes for consistency, AP style, formatting; consult/notify Pressops as needed.

Save changes if any.

18. Compare original (or corrected copy if corrections have been provided) copy to preview copy in CMS.

Correct any differences in the CMS.

19. NOTE: Monitor email during this process because Pressops often sends last-minute (and several) change requests to content before posting. Make requested changes as necessary.

20. Repeat 8 – 15, if changes are needed.

21. When all content is ready, publish at the requested time.

22. Watch for listserv approval email notification. (If there’s a delay, check associated gmail account because sometimes it arrives there faster.)

23. Follow link in listserv approval email to Gov Delivery site.

24. Log in to Gov Delivery to approve this specific item.

25. Preview email, reviewing for

a. Consistency

b. AP Style/AFPS Style

c. Formatting

d. Typos, double words etc.

26. Make changes if needed (usually to HTML)

27. Click “send” to approve the listserv

28. Wait for courtesy copy email indicating that the item has been published to the listserv.

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Section 2 – Posting Processes

2.1 – News Releases

Overview

PressOps postings include News Releases, which are divided into three categories: general release, general and flag officers announcements and casualty releases. General releases include readouts, SecDef or other top leader statements, and Defense Department Statements. General and flag officer announcements are announcements about appointments/promotions. Casualty releases are releases announcing the death of a service member in the line of duty; the casualty PDF posted daily is handled differently (See Section 2.7)

2.1A Create News Release

1. Hover over News on the navigation bar.

2. From the dropdown menu, click Releases.

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3. To create a new news release, click Submit News Release located directly above the previously published News Releases.

4. Enter a Title and select a Category from the drop down.

Note: Do not enter a release number. It will be automatically generated.

5. Using the Rich Text Editor, you may drag and drop or cut and paste the release text directly from a Word document into the Body section.

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6.

Note: The Basic Text Box will strip the formatting. Text with phone numbers may paste small phone icons which you will need to delete.

7. Leave the Summary field blank.

2.2 Add Media (Images)

1. Occasionally, you will be asked to include an image in a news release. Go to the Media section to view media that has already been uploaded to the system.

2. Click on one of the three tabs at the top to navigate through media.

3. Click on the Select button on any images you would like to associate with this story.

4. Click Add Selected Media.

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2.3 Relating Items

The team generally does not link related items to news releases. In the event that this action is requested, do the following:

1. Go to the Related Items section.

2. Search for other news stories by title, or click Search with the field empty and select one from the available list by clicking on the corresponding Add Content button.

3. Once a story has been related, you have options available to organize or remove items.

a. Click the up/down arrows to move the story up/down in the list of related stories.

b. Click the magnifying glass to preview the related story.

c. Click on the red X to delete a related story.

4. Click the Related External tab to link to content outside Defense.gov, like video.

5. Enter the address into the URL field.

6. Chose the Type of link from the available drop down.

7. Enter a Title for the related link.

8. Click Add Related URL.

Publishing a Release

● Publish Date & Time: Use the calendar icon to publish your story for view on a different date. If you want the story to publish automatically, do not alter this field.

● Expiration Date & Time: Use the calendar icon to remove your story from view on a specific date. If you do not wish your story to be removed from the site, do not alter this field.

● Saving a Draft: If you are not ready to publish the story but wish to save it as a draft to edit later, click the Save Draft button.

● Ready to Publish: If you are ready to publish the release, click Submit button.

Special instructions: Casualty releases are generally posted at a specific time designed by the

Pressops desk officer. By law, these announcements cannot be posted until 24 hours after notification of next of kin - thus the time specification requirement.

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2.2 – Press Advisories

PressOps postings include Press Advisories, which are alerts to the media notifying them of upcoming news conferences and briefings. Requests to post items as Press Advisories are DIFFERENT than media notes sent by the Pentagon Pressops desk officers. Requests to post press advisories may follow a media note, but will be marked FOR POSTING as a press advisory. If you see a media note go out, and there is no request FOR POSTING, please ping the duty officer and ask whether the item should go out as a Press Advisory.

Create PressOps: Press Advisory

2. Click Press Advisories.

3. Click Submit Press Release located directly above the previously published Advisories.

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4. Enter a Title. The Release Number will be automatically generated.

5. Using the Rich Text Editor, you may drag and drop or cut and paste the release text directly from a Word document into the Body section using the Rich Text Editor.

Note: The Basic Text Box will strip the formatting. Text with phone numbers may paste small phone icons which you will need to delete.

6. Leave the Summary field blank.

Adding Media

Overview - The AFPIMS CMS gives the option to add media (image or images) to a Press Advisory. You may, upon request, want to add a bio image of the speaker if the Press Advisory concerns a briefing.

1. Go to the Media section to view media that has already been uploaded to the system.

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2. Click on one of the three tabs at the top to navigate through media.

3. Click on the Select button on any images you would like to associate with this story.

4. Click Add Selected Media.

1. corresponding Add Content button.

2. Once a story has been related, you have options available to organize or remove items.

a. Click the up/down arrows to move the story up/down in the list of related stories.

b. Click the magnifying glass to preview the related story.

c. Click on the red X to delete a related story.

3. Click on the Related External tab if you wish to relate an external link to the story.

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4. Enter the address into the URL field.

5. Chose the Type of link from the available drop down.

6. Enter a Title for the related link.

7. Click Add Related URL.

Publishing a Press Advisory

● Publish Date & Time: The AFPIMS CMS offers the option to have a Press Advisory post automatically at a set time. You likely will not use this feature. Use the calendar icon to publish your Advisory for view on a different date. If you want the story to publish immediately, do not alter this field.

● Expiration Date & Time: Use the calendar icon to remove your story from view on a specific date. If you do not wish your story to be removed from the site, do not alter this field.

● Saving a Draft: If you are not ready to publish the story but wish to save it as a draft to edit later,

● Ready to Publish: If you are ready to publish the transcript, click Submit button.

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2.3 – Transcripts

PressOps keeps your users informed of announcements, news releases, speeches, and statements from leadership. This type of content is routinely updated on the site.

Create PressOps: Transcript

2. Click News Transcripts.

3. To create a new Transcript, click Submit Transcript located directly above the previously published Transcripts.

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4. Enter a Title, and the name of the Presenter or Presenters.

5. Using the Rich Text Editor, you may drag and drop or cut and paste the transcript text directly from a Word document into the Body section using the Rich Text Editor.

Note: The Basic Text Box will strip the formatting.

6. Leave the Summary field blank; only headlines will appear on the News Transcript Archive Page.

Relating Items

The AFPIMS CMS offers the option of adding related content to some Pressops content, including News

Transcripts. This is not to be done unless specifically requested.

1. To add related content - Related Content, Related External Content, and/or Related Video, scroll down to the Related Items section.

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2. To add Related Content published on Defense.gov, search for related news stories by title, or click Search with the field empty and select one from the available list by clicking on the corresponding Add Content button.

3. Once a story has been attached, you have options available to organize or remove items.

a. Click the up/down arrows to move the story up/down in the list of related stories.

b. Click the magnifying glass to preview the related item.

c. Click on the red X to delete a related item.

4. Click the Related External tab to add content not hosted on Defense.gov.

5. Enter the address into the URL field.

6. Chose the Type of link from the available drop down.

7. Enter a Title for the related link.

8. Click Add Related URL.

Publishing a Transcript

● Saving a Draft: If you are not ready to publish the story but wish to save it as a draft to edit later, 16 Click CTRL + Home to Return to Table of Contents

● Ready to Publish: If you are ready to publish the transcript, click Submit button.

2.4 – Speeches

NOTE: Speeches are posted by the Defense Department speechwriters. If they report technical issues, the News Content Management Team may be required to post using the Speeches module. This module functions the same way as the Transcripts module; refer to Section 2.3 for procedures.

NOTE 2: Advise the requester that we cannot approve the Gov Delivery notice for speeches; the speechwriters will have to do that because we do not have access to the password for their account.

2.5 – Today in DoD

Today in DOD keeps users informed of the schedules and daily planned events of Department of

Defense leadership. This type of content is updated daily at 5 p.m. Eastern time.

Create PressOps: Today in DOD

1. Log into the AFPIMS CMS, and select EDIT PAGE and check Stay in Edit mode.

2. Hover over Today In DOD on the top navigation bar on the AFPIMS CMS home page.

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3. Click **Admin from the drop down.

4. To create a new item, click Submit Today In DOD located directly above the previously published schedules.

5. Using the Rich Text Editor, you may drag and drop or cut and paste the Today in DoD text directly from a Word document into the Body section; the Rich Text Editor should be the default.

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Note: The Basic Text Box will strip all formatting; use the Rich Text Editor. Also, text with phone numbers may add small phone icons that you will need to delete.

Publishing Today in DOD

● Publish Date & Time: This feature allows you to preset a publishing time for automatic posting. It is unlikely that you will use this feature.

● Ready to Publish: If you are ready to publish the Today in DoD, click the Submit button.

● Save Draft Button: If you have prepared the Today in DoD, but are not yet ready to publish, click the SAVE DRAFT button.

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2.6 – Contracts

PressOps postings include contract announcements posted at 5 p.m. Eastern time, Monday-Friday, except on holidays. These cannot be posted legally until that time, due to potential impact on the stock market and by federal regulation, and should be posted no later than 5:15 p.m. Eastern.

Create PressOps: Contracts

2. Click Contracts.

3. Click Submit Contract located directly above the previously published Contracts.

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4. Using the Rich Text Editor, you may cut and paste the release directly from a Word document into the Body section in the Rich Text Editor.

Note: The Release Number will be automatically generated.

Publishing Contracts

● Publish Date & Time: The AFPIMS CMS allows you to set the item to publish at a specific time.

It is unlikely you will use this feature. Leave this field untouched to publish immediately when you click the Submit button.

● Saving a Draft: If you are not ready to publish the contracts announcement but wish to save it as a draft to edit later, click the Save Draft button.

● Ready to Publish: If you are ready to publish the contracts, click Submit button.

Notes About Contracts

Typically, the daily pressops content manager will be responsible for posting the contracts announcement. If you have not received the contract announcement copy by 4:30 p.m. Eastern, please ping the PressOps Contract and duty officer by email. Please reply-all to the FOR POSTING-Contracts email with a “Got it. Will post at 5 p.m.” Reply-all again after posting to confirm posting.

This product is subject to last-minute updates, so be alert for changes before and sometimes after posting. For changes made after posting, ask the duty officer/sender whether the Gov Delivery listserv should be resent.

If you experience technical difficulties that delay posting, please reply-all again to the email to alert the sender, duty officer and others on the pressops email distribution list. Send another reply-all when the technical difficulty is resolved.

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2.7 – Casualty PDF

The Casualty PDF gets replaced daily, and lives within the File Manager. This is DIFFERENT than a casualty release!

Uploading / Replacing the existing Casualty PDF with new version

1. After logging into the AFPIMS CMS, navigate to the File Manager. You can get there by either hovering “Site Manager” in the AFPIMS navigation, or by the link in the defense.gov main nav under “CM” (which is only visible to those logged into AFPIMS).

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2. Once you are in File Manager, you will want to click on the folder titled Documents.

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3. Next you will navigate to the folder titled casualty.

4. Next you will locate the Actions group of buttons, and select the Upload Files button (which is the first button under Actions, and looks like a sheet of paper with an “up” arrow in the lower right).

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5. A modal will display, allowing you to upload your file. You may click-and-drag the file inside of the dashed rectangle, or click on the Upload File button.

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6. Locate the file that you wish to upload.

**Make sure that the file is named “casualty.pdf", as this is the file the system looks for.

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7. You will next want to click Replace in order to replace the existing file with the new Casualty

PDF.

**You want to replace the file so that there is no down time in replacing.

8. SUCCESS. You are done. Close the modal (box) and navigate back to the page and await the results.

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Section 3: Documents

3.1 – Uploading Documents/File Manager

On occasion, the News Content Management Team will need to upload a document that will be hyperlinked in a News Release.

The Shared Media Manager is the tool used to upload and manage documents on your website. It creates a sharing environment in that it allows you to add media to your site from other sites hosted in

AFPIMS and vice versa. Documents should be in PDF format.

Managing and Sharing Media

Pictured below is the Shared Media Manger. The Shared Media Manager is located directly from the main navigation and can be accessed through different modules that allow you to add media.

● Using the buttons on the left, you can sort to show Photos, Art and Graphics, Documents, Drafts, Approved and Collections. You can show any combination of those choices by clicking the buttons until they are yellow.

● Use the tabs on the right to sort images.

○ My Media: Media you have uploaded.

NOTE: If all of the images you have uploaded are not showing, change the date range using the Created Between date boxes.

○ Site Media: Media that has been uploaded by all the users on your site.

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○ Service Media: Media that has been uploaded Air Force-wide. These images can be

“shared” to your site by clicking the blue plus sign next to the image. Note that if you do not add an image to your site by using the share button, you cannot access this image using the media selector tool on other content items.

○ All Media lists all media loaded within AFPIMS, regardless of branch. This will allow you to pull documents from other service branches.

● The key at the bottom of the screen tells you how to use the icons beside each photo to approve, share, un-share, edit, and delete each item as well as indicating if the media is Approved, Draft, or being Encoded.

Adding Media

The following steps walk you through adding Documents. You can add as many Documents as you wish at one time.

1. Navigate to the page where the Shared Media Manager is located and hover over the Edit Page tool, then select the Edit This Page button. Note: You may want to select the check box to Stay in

Edit Mode if you are making several changes to the page.

2. Hover your cursor over the pencil icon in the uppermost right hand side of the module and click on Insert File(s). Take Note of the Security Notification about unclassified documents and click

OK to proceed.

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3. Either click on the Choose Files button to select your media or drag and drop it into the drag files here area.

4. You will see an icon that represents the type of file you have uploaded in the right Image Preview pane. You will also see your file listed underneath the Finalize File(s) button. Once satisfied, click on Finalize File(s) button.

5. Choose either Draft or Approved from the Status drop down menu.

6. Enter the metadata for the document if you have not already done so. Make sure to fill in all the fields that are required.

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7. You can optionally upload an image to represent the document. Click on the Choose File button directly under the available thumbnails on the right. Select the desired file and click on Load

Custom Thumbnail. Once the file is loaded, drag and drop it on top of the current thumbnail in the

Image Preview. Note: Thumbnails may have a maximum size of 1920 x 1080 pixels.

8. If you are not ready to add the document to the site you can click Skip File. This will keep the document stored in your queue, but will not place it in the Shared Media Manager.

9. If you are ready for the document to be made available on your site, click Continue.

10. Once you have gone through all the loaded files, you will be taken back to the Upload File screen where a “You have successfully loaded X file(s)” message will appear in green above the Upload

File area.

11. Your documents are now uploaded on your site, but must be approved in the Shared Media

Manager before they are viewable by the public.

Approving Media

Documents may be saved in Draft form in your Shared Media Manager that will need approval. Follow these steps to approve images:

1. Ensure you have selected the Draft button from the left hand sorting buttons.

2. Click the edit file icon (pencil) on the image you would like to approve.

3. On the edit screen choose Approved from the Status drop down menu.

4. Click Continue.

3.2 – Posting Documents on the Publications Page

Some documents may need to be posted on the Publications page on DGOV -http://www.defense.gov/News/Publications. This must be handled by one of the Web graphic designers.

The content manager should provide the designer with the document, the title of the document as it should appear on the page and any special instructions regarding timing of posting. The designer may need to supply the document URL to the content manager so it can be linked within a news release or other product. NOTE: the designers are not on the pressops distro list so they do not see this email traffic.

Section 4: Removing News Releases for Edits/Deleting Published Content

On occasion, it may be necessary to remove published content pending edits/updates (and republish it) or to delete it permanently. In either case, you will receive specific instructions from the client or other

DMA /OSDPA officials to do so. UNDER NO CIRCUMSTANCES should a content manager make such a decision on his/her own.

4.1 Deleting a News Release

1. Only remove/delete Pressops content at the specific direction of the client, the DMA liaison, the Pentagon duty officer or other OSDPA official.

2. To delete a news release, navigate to the News Release section of the CMS, open the item using the pencil icon, scroll to the bottom and click DELETE.

http://www.defense.gov/News/Publications

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4.2 Removing a News Release With Plans to Republish

1. To remove a news release from the site pending edits/updates, open the news release using the pencil icon, scroll to the bottom and click DELETE.

2. To return the news release to draft status for edits/updates, navigate to News Articles/My

News/Deleted All Users and click Restore as Draft.

3. Make the necessary changes and republish normally.

4. Determine whether an updated Gov Delivery listserv should be sent to subscribers.

Section 5: Gov Delivery

Overview & General Approval Procedures

The pressops Gov Delivery listserv account sends products to subscribers. When a subscription product is published, the change triggers a Gov Delivery listserv approval notice known as a Page Watch

Notification that provides a link. Copy and paste the link into your browser and log in with the appropriate account information (below); you will be taken directly to the product you wish to send to subscribers.

Review the product, make any necessary changes, then scroll to the bottom and click Send.

1. Pressops GovDelivery Account information

a. Username - XXXXXXXXX

b. Password - XXXXXXXXX