State Administrative Manual (SAM) Revisions

Step by Steps

ContentsGet Connected.............................................................................................................................................2

Overview.....................................................................................................................................................2

Receiving the SAM Changes........................................................................................................................4

Post a Revision:...........................................................................................................................................6

Notebook.....................................................................................................................................................7

Searchable SAM (“Entire SAM”)..................................................................................................................9

“Print” Version of SAM..............................................................................................................................10

“Changes Since Last Revision Summary”...................................................................................................12

SAM Revisions Folder................................................................................................................................12

SAM In-Box................................................................................................................................................14

APPENDIX..................................................................................................................................................15

Clean Word Documents.........................................................................................................................15

New Quarter – set up folder..................................................................................................................18

Get ConnectedBefore starting, you need access to the computer locations listed here. (See Appendix section, “Mapping to a drive.”)

The sam-interdocs$ drive - this drive contains:o The manual you are reading right now o The SAM Revisions Folder (Word documents showing the latest necessary updates)o The SAM Master File (where all the finalized SAM information is stored for publishing)

The osp-interdocs$ drive: This drive contains …………………………… ???????????????? The SAM-Unit In-box. Contact ETS to get permission.

Overview

This section needs work!!!!!!!

Updating SAM involves two major functions: 1) monitoring and responding to requests to change SAM and 2) actually publishing the SAM updates.

Where do Management Memos fit into this entire process???????????????????????

Content Owners (those who “own” a section of SAM) typically send an email to OSPPR asking that SAM be updated. The Content Owners indicate the needed changes and OSPPR makes the final updates that appear on the internet under the blue banners of SAM Content and Revision History.

You’ll also need to update another part of the web, specifically the Print and Notebook link. The reader sees these on individual Chapter pages.

To make the updates, you’ll work in two major folders located on the DGS drives:

SAM Master File – all final published work is stored here.. and the internet automatically links to these files?

SAM Revision – our working area, where you make updates to the items below. (Each of these is described later.)

Do in this order? 1. Searchable SAM (also known as the EntireSAM)2. The “Print” Version of the SAM 3. The “Notebook” Version of the SAM (Dana recommends deleting this)4. Changes since last Revision 5. Revision Summary History

These aren’t done very often:

6. SAM Table of Contents7. SAM Subject Index

Searchable SAM – This allows readers to search the entire SAM by using key words.

The “Print” Version of the SAM – This allows readers to print a new chapter of the same as revisions are made to that section. ???? This is for agencies that are using a paper copy of the SAM for reference. For more, see Print Version section.

1. The “Notebook” Version of the SAM – This allows readers to (do what ???) This is used to make up the individual Chapters that make up the Searchable SAM also known as ChapXXX(notebook).pdf. For more, see Notebook section. I’m not sure where this section starts below.

2. Changes since last Revision Summary – This document keeps track of revisions that occur between quarterly revision announcements also known as RevSumm_active_table.pdf. This document can be found at the following location: For more, see Changes since Last Revision Summary section below. Is this document sent to users? When? Why?

3. Revision Summary History How is this different from the above, Changes since last Revision Summary For more details, see Revision Summary History section.

4. SAM Table of Contents – Does this change often? OSPPR updates this as topics are added, removed or revised. This area of the SAM is updated in both the Index documents in each folder as well as by DotNetNuke: http://sam.dgs.ca.gov/?ctl=login For more, see Table of Content section. SAM

5. Subject Index – This allows readers to search SAM by topic. Note: This file does not change often; only when a new subject is added or an old topic is removed from SAM. This file is also known as SAM Subject Index.pdf. For more, see Subject Index section.

Receive SAM Changes(where do Management Memos fit in the process??????

1. If this is a new Quarter, set up a new Revxxx folder. (This is an important first step, since it is where you will store your working documents. See instructions in the Appendix.)

2. Changes to SAM usually come as email requests to the SAM-Unit In-Box. 3. Verify that the requester is actually the content owner who is authorized

to change SAM. See list of content owners (where?) If the requestor is not the Content Owner, forward the change request to the Content Owner for their approval.

4. In the request email, the Content Owner needs to send you documents, which you will eventually store in the SAM Revision Folders.

5. The documents that the Content Owner needs to send you are: a. A clean Word document. b. Tracked Changes document c. Revision Summary document d. Form 237

What do I do with this email and the attachments?

How do they know they need to send us all these documents? How does a new person find out?

A clean Word document from Content Owner: The Content Owner emails you a clean Word document -- this is the SAM information before changes.

NOTE: If the Content Owner doesn’t supply us with a clean Word document, get our copy and send it to them. See instructions in Appendix.

What am I supposed to do with this clean copy from the Content Owner?

Tracked Changes document from Content Owner: The Content Owner emails you the Word document showing the actual changes. As described below, you’ll file it, make a “clean” copy to edit, and make a PDF copy for final publishing.

a. Begin by saving this Word file in the SAM Revision Folders. (You’ll need to drill down to the appropriate Rev and Chapter folder.)

b. Include the author’s initials in the file name.

e. Next, create a copy so you can make edits. Include “clean” in the file name.

f. Now open the clean document to start reviewing: i. Proof for grammar, spelling.

ii. Validate any/all of their linksiii. Format the document.

1. Add Month/Year of Revision at top of page. 2. 12pt Arial Font3. Add revision # to the document. (for example, Rev 443 to bottom of

each page.) Dana’s TIP: unlink the section number in the footer, on the prior page and subsequent page

4. Added Section # to each page. If it continues for more than one page add continued note and Number.

5. Remove Track Changes!!!6. Save it.

g. Now make a PDF version (for final publishing) and save it in the same folder.

h. Now, what do I do with the final PDF?

Revision Summary document from Content Owner: This Revision Summary document, written by the Content Owner and emailed to us ???? , indicates what the SAM changes are. You will publish this information on the web under the blue banner, Revision History.

Is this a template available to the Content Owner?

Where do we keep the template?

Once you receive the Revision Summary document from the Content Owner:

Rename it and store it in the folder you’ve been working in.

Then do what? How does it get published on the web?

Form 237 from Content Owner: DGS SAM Form 237 (linked here) is the SAM Author Revision Checklist. The Content Owner gets it from the SAM webpage, completes it with signature, emails it to you, and you store it in the folder you’ve been working in.

Review it.

Review it for what? What if they mark “no” on the sheet or ignore items

Store it. (That’s it for this document. You won’t do anything further with it; it simply provides support/backup information.)

Post a Revision:Once you have correctly formatted the document from the Content Owner, save the document to its proper SAM location as a PDF.

WHAT am I supposed to be doing in this section? Creating a notebook? A Print version?

Highlight all of the sections of the chapter excluding the notebook and print documents and right click. The option to “combine files in acrobat” should appear. Select it and you should see the following:

Ensure

The Index file is the first document

The documents are in numerical order.

Click “combine files” and a new PDF document with all of the chapter’s sections combined will appear.

Then what?

NotebookThe Notebook is created with PDF files.

i. Finish the steps above and save the file as Chap XXX (Notebook).pdf, overwriting the existing notebook version in the Chapter Folder.

ii. Second as ChapXXX(Notebook).pdf, overwriting the existing Notebook version in the EntireSAM Folder.

Searchable SAM (“Entire SAM”)

The Searchable SAM is created with PDF files.

The Searchable SAM link on the internet allows a person to search the entire SAM by using key words.

Isn’t this one of the last steps – after I make the change? This document is made up of all of the Notebook Chapters in the same folder.

This document is created by selecting a range of Chapter files and combining them into a single file (EntireSAM.pdf )

Using the “Adobe Combine files in acrobat

To update Searchable SAM, start here.

Now what do I do? There’s an important screenshot on page 9.

“Print” Version of SAM This Print version is for readers who want to print the entire SAM.

To start:

Duplicate the Notebook version, which are already in PDF format. Make a Word document and remove all the page spacing Convert the document back into a PDF. Overwrite the existing Print version that is currently on the internet.

HUH? The Print Version allows a person to print a new chapter of the same as revisions are made to that section. This is for agencies that are using a paper copy of the SAM for

reference. Each chapter of the SAM will have a print version in the Chapter folder also known as: ChapXXX(Print).pdf.

Save as ChapXXX(Print).docx, overwriting the existing Print version.

“Changes Since Last Revision Summary”This document keeps track of revisions that occur between quarterly revision announcements also known as RevSumm_active_table.pdf.

Who uses this?

When?

When do they get notified?

How is it updated?

Where is it stored? Is this where I personally track changes for my own benefit? What do I do with it once I’ve updated it?

This document can be found at the following location

From Dana: Oddly, the “changes since last revision” are served up from a different location:  http://www.documents.dgs.ca.gov/sam/SamPrint/new/sam_master/sam_master_File/revsumm_active_Table.pdf

SAM Revisions Folder

This is created on a quarterly basis and used as revisions to SAM are received.

This is maintained on an on-going basis (whenever requests are received to update SAM) ?

Is this Revision Summary History ???

From Dana’s email: The revision summary history folder is located here:

The link would look like this for rev 442:  www.documents.dgs.ca.gov/sam/pdf/samrevsumm/rev442.pdf

Please Note: At the beginning of each quarter you will create a new folder to manage the revisions that occur during the quarter.

1. At the end of the quarter, you will send an email (to who?) through *DotNetNuke (MailChimp??) announcing all of the changes that have occurred that quarter.

a. Specifically, you will send (in the email??) the Quarterly Revision summary which section of this guide is this along with the Tracked Changes documents that you have filed that quarter’s Revision folder. Where in this document did I write this

SAM In-Box

From: Porter, Dana@DGS Sent: Tuesday, February 26, 2019 12:47 PM

To: Hoshovsky, Nadia@DGS <Nadia.Hoshovsky@dgs.ca.gov>Subject: RE: 8 unread messages in SAM-Unit inbox

Hi Nadia,

The emails pertaining to active revision requests that are bolded are ones I am dealing with/working on.  The email from Tina Watson from 12/3 is one you could respond to (Subj: DGS MM 03 08 edits 032018).  Also, I am composing a response to Detria Thompson and will move that one out of the inbox.

You should see the subfolders beneath the inbox:  Archive and General Inquiries, MM>Completed, and SAM>Completed

As I reply to the garden variety info requests, I CC SAM Unit and then drop the whole thread into “Gen Inquiries.”  Whenever I complete a SAM revision, I reply to that email notifying the submitter that it’s done and then drag that whole thread into “Completed” under “SAM.”  MMs works the same way, pretty much.

APPENDIX

Clean Word Documents

The Content Owner needs to provide us with a clean Microsoft Word file that shows SAM information before changes. If they don’t know where to get a clean version, send it to them following these steps:

Get the document (which is currently in PDF format) in the SAM_Master_File.

Open the desired Chapter. (Example below.)

Open the desired section. (Example below.)

Begin the PDF conversion to Word by selecting Export PDF.

?? When prompted to save the file, save it where you want. You won’t need it, except to simply email it to the Content Owner.

New Quarter – set up folder

If this is a new Quarter, set up a new Revxxx folder so you can store incoming change documents from Content Owners.

Quarter periods are:

Jan 1 – Mar 30

April 1 – June 30

July 1 – Sept 30

Oct 1 – Dec 31

Go to SAM Revision Folders and create a new folder. For example, Rev444