ITS JPO Publication Process Guide

All ITS documents should be prepared for web and ITS Electronic Document Library posting. Please refer to 508 Publication Guidance.

The Process

The very first step – prior to preparing the document for print or post -- is to submit to kristy.frizzell@dot.gov an application for an electronic library number and a Federal Highway Administration document number.  These numbers are to be printed on the document’s back cover.

 A final Web-only Package contains:

• DOT form 1700.7
• Quality Assurance Statement
• Front page (example; substitute RITA/USDOT logo)
• Back cover (example; scroll down)
• Attributions should be placed vertically along either side of the map(s)/picture(s) and not horizontally at the bottom and/or top of the map(s)/picture(s)
• EDL profile sheet
• FHWA form 1528 (rev. 01-06, Kristy will give this to you)
• Following review and approval, submit final documents in zip format to kristy.frizzell@dot.gov via e-mail or link to FTP site.

A Print Package submitted to Kristy would contain:

• Following review and approval, submit final documents in zip format to kristy.frizzell@dot.gov via e-mail or link to FTP site.
• One CD-ROM containing document in 508-compliant format and in PDF format
• One GPO-format CD-ROM for printing
• Two printed camera-ready copies (what print document should look like)
• DOT form 1700.7 (completed example)
• Quality Assurance Statement
• Front cover (example; substitute RITA/USDOT logo)
• Back cover (example; scroll down )
• Attributions should be placed vertically along either side of the map(s)/picture(s) and not horizontally at the bottom and/or top of the map(s)/picture(s)
• One CD containing distribution plan in Excel format only & draft cover letter
• EDL profile sheet
• 952 Disk Information Form (including file tree)
• FHWA form 1528 (Kristy will give this to you)

A CD package contains all Web-only ingredients. (Your contractor may produce the CDs, when needed quickly, as long as cost does not exceed the $2,500 threshold.)

Details

1. All ITS reports funded in full or in part by the USDOT'S ITS program must be published in the ITS Electronic Document Library.
   1. All documents for Web posting must be submitted in HTML 4.01 or higher format and in PDF format.
   2. Before document is produced, submit EDL/FHWA document-numbers request form to Kristy.
   3. Complete technical report DOT form 1700.7, downloadable on EDL front page.
   4. Prepare USDOT Quality Assurance Statement.
   5. Complete FHWA form 1528 (print/posting authorization).
   6. Create front page that includes DOT name and logo, “Research and Innovative Technology Administration” and publication date. (example) Additional mode names are permitted as appropriate.
   7. Create back cover that includes the following: JPO web site URL, FHWA document number, EDL number, “help line” phone number (866-367-7487), address (i.e. U.S. Department of Transportation, 1200 New Jersey Avenue, SE, HOIT, Washington, DC 20590). (example)
   8. Attributions should be placed vertically along either side of the map(s)/picture(s) and not horizontally at the bottom and/or top of the map(s)/picture(s)
   9. Submit a copy of the final draft in zip format for review and approval containing document in 508-compliant format and in PDF and what the document should look like when posted to kristy.frizzell@dot.gov via e-mail or link to FTP site. 508 Publication Guidance.
   10. Following review and approval, submit final documents in zip format to kristy.frizzell@dot.gov via e-mail or link to FTP site.

2. If you decide to print your document;
   1. If so, document should be prepared in electronic GPO-required format (e.g. Quark, Page-maker, etc., with color separation). See GPO’s “The Guidelines.”
   2. You have already submitted document numbers request form to Kristy.
   3. Provide only two CDs for print jobs: one GPO CD for printing and one CD with 508-compliant document, and in PDF format for posting. Please label each CD.
   4. Prepare two printed copies (camera ready, as it would appear assembled when printed).
   5. Prepare Disk Information Form #952 (technical guidance for GPO), and for EDL posting prepare EDL profile sheet (Download from EDL front page.). Complete FHWA form 1528 (Print/Posting authorization).
   6. Provide one CD containing distribution plan. Select addressees from USDOT internal and external templates; simply note the quantity. Additions beyond these templates must be submitted in Excel format only as shown in the example. Include cover letter (example) on CD from Director, ITS Joint Program Office, explaining what the document is, why it's useful, what the recipient should do with it, where it's located in the EDL and how to request more copies.
   7. Give final, completed package (not piecemeal) to Kristy Frizzell.
   8. Print jobs generate a blue-line for author approval several weeks after submission. Return your approval by 9am the day after you receive the blue-line. (A two-day print delay results from late return; each edit costs $200.)
   9. Create front (example) and back (example; scroll down) covers; add title page that contains Department name and logo.

Example: Attribution of photo

3. Consider whether the report should be produced on CD-ROM instead of printed.
   The only limit on contractor production of CDs is the $2,500 threshold for any non-competed task. This is a way to get your document produced quickly. A CD package contains all Web-only components, as outlined above.

Suggested Contract Language for 508-Compliant ITS EDL Deliverables

All electronic and information technology (EIT) procured through this contract must meet the applicable accessibility standards at 36 CFR 1194, unless an agency exception to this requirement exists. 36 CFR 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended. EIT includes, but is not limited to, telecommunications products (such as telephones), information kiosks and transaction machines, World Wide Web sites, multimedia, office equipment such as copiers and fax machines.

In accordance with the above, in addition to the work requirements specified in the Statement of Work, contractors/vendors must ensure that all EIT that they provide either: (1) meets the technical provisions of the Section 508 Access Board Standards applicable to a given procurement (see below); or (2) uses designs or technologies as alternatives to those prescribed in the specified technical provisions, provided they result in substantially equivalent or greater access to and use of a product for people with disabilities.

All deliverables for posting on the World Wide Web must conform with "Minimum Requirements for FHWA Web Pages." Deliverables will be evaluated for 508 compliance and must be encoded to conform to HTML 4.01 Transitional or higher. The W3Consortium Validator (http://validator.w3.org/) may be used as an evaluation tool. Non-conforming deliverables will be returned to the contractor to be brought into conformance at the contractor's expense.

The following standards have been determined to be applicable to this contract [check appropriate block; “1194.22” and “1194.31” are always marked for EDL deliverables.]:

_____ _1194.21 Software applications and operating systems.

___ X_ 1194.22 Web-based intranet and internet information and applications.

______1194.23 Telecommunications products.

______1194.24 Video and multimedia products.

______1194.25 Self contained, closed products.

______1194.26 Desktop and portable computers.

___ X_ 1194.31 Functional performance criteria.

______1194.41 Information documentation and support

Note: The standards do not require the installation of specific accessibility-related software or the attachment of an assistive technology device, but merely require that the EIT be compatible with such software and devices so that it can be made accessible if so required by the agency in the future.

Sample

Non-RITA Agency Approval Letter for Posting on the EDL

 Dear Kristy Frizzell,

I am writing to inform you that (place agency & Routing Code here) Public Affairs has approved posting of the document, (place title of publication here), on RITA’s ITS Joint Program Office Electronic Document Library (EDL) web site.

If you have any questions or any other need to contact me, please do so at (place phone # here) or at (place e-mail address here). Thank you for your help with posting the document.

Sincerely,

Sample DOT Logo Graphics

Sample Distribution Letter

Dear Colleague:

Congestion is bad and getting worse, but we don't have to put up with it. That's the message of the National Strategy to Reduce Congestion on America's Transportation Network, released in May 2006 by the U.S. Department of Transportation (U.S. DOT). One element of the U.S. DOT's Congestion Initiative is to promote the use of new technologies, such as Intelligent Transportation Systems (ITS).

An estimated 25 percent of highway congestion is caused by incidents, so effective traffic incident management is particularly important to curbing congestion and smoothing traffic flow. Enclosed are one or more copies of a leaflet that discusses how ITS technologies can be used as part of a comprehensive traffic incident management program. Developed jointly by the Federal Highway Administration (FHWA) and the ITS Joint Program Office, the leaflet summarizes the benefits, costs, extent of deployment and lessons learned about the use of ITS in traffic incident management.

Information in the leaflet is taken from the online ITS Decision-makers' Resources: the ITS Benefits Database, the ITS Costs Database, the ITS Deployment Statistics Database and the ITS Lessons Learned Knowledge Resource and other sources. These resources can be found online at http://www.itsoverview.its.dot.gov/. (Click the buttons at the top of the page.) The online version of the leaflet (www.its.dot.gov/jpodocs/repts_te/14288.htm) contains a full list of sources used.

For more information about FHWA's Traffic Incident Management Program, contact David Helman of the FHWA Office of Transportation Operations, (202) 366-8042, david.helman@dot.gov or visit ops.fhwa.dot.gov/incidentmgmt/index.htm.

Sincerely,

Shelley Row
Director, ITS Joint Program Office

Enclosure: Intelligent Transportation Systems for Traffic Incident Management: Deployment Benefits and Lessons Learned (FHWA-JPO-07-001)