List of Topics - EPRI
List of Topics
• Research Contractor Requirements
• Report Organization
• General Guidelines and Type Specifications
• General Specifications
• Font/Style Specifications
• Graphics Guidelines
• Template Formatting
• Publication Process
• Report Distribution
• Production Schedule
Publication Requirements
Required for all technical reports:
• Electronic files prepared for the text and graphics. Extraneous files (for example progress reports tracking project development) should not be included.
• Source files for graphics.
Research Contractors are also responsible for:
• Confirming that EPRI has the right to publish all material contained in the report. If third-party copyrighted information is included, appropriate permissions from the copyright owner authorizing EPRI to publish, reproduce, and distribute the material must be submitted with the report. Copyright confirmation is also required for third-party material published previously in EPRI reports.
• Providing graphics that will support high-quality display online and in print.
• Submitting virus-free electronic files. Antivirus software is commercially available.
All of the above tasks can be assigned to a Research Contractor, in which case the Contractor should plan to submit the electronic files to the EPRI Project Manager in preliminary form for review and comments 60 days prior to the expiration of the contract agreement or as otherwise specified in the Statement of Work..
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Report Organization
EPRI technical reports contain front matter, the main text or body of the report, and optional back matter. Research Contractors usually prepare most of the front matter, text, and back matter for Project Manager review and approval. EPRI Publishing prepares report covers. Publishing also revises publication dates and EPRI information on the Title and Acknowledgment pages. EPRI Project Managers or Publishing-approved editors prepare the product description and/or abstract.
Front Matter
Title Page
• Title: A maximum of 90 characters including spaces or less is recommended. Acronyms and abbreviations should be avoided.
• Subtitle: Strongly advised. A maximum of 150 characters including spaces is recommended for the title and subtitle together.
• Product ID Number: Project managers can obtain a Product ID Number by contacting their Product Access representative.
• Type of Report: Technical Report, Interim, Topical, Technical Update or Proceedings.
• Publication Date: The month and year that the report is published.
• EPRI Project Manager: First or first and middle initials and last name.
Disclaimer Page
Acknowledgments Page
• Research Contractor: Company name and address.
• Authors or Principal Investigators: First or first and middle initials and last name.
• Literature citation information. For example:
This publication is a corporate document that should be cited in the literature in the following manner:
Fuel Reliability Program: Fuel Design Evaluation Handbook: Tools for Assessing Fuel and Core Component Performance. EPRI, Palo Alto, CA: 2011. 1022424.
Product Description/Abstract
Table of Contents
List of Figures—Required for reports with 10 or more figures.
List of Tables—Required for reports with 10 or more tables.
User-defined sections (for example, Acronyms and Abbreviations, Nomenclature, Glossary) may be added to the Front Matter between the product description/abstract and the Table of Contents: If the final report contains or describes patentable inventions or discoveries, a Patents Page should be included in the Front Matter. This page should describe the invention or discovery and indicate where it can be found in the report.
Text and Back Matter
Content and headings in EPRI technical reports that document research projects or software vary, depending on the type of research reported. It is highly recommended but not required that papers in conference Proceedings follow these guidelines. It is also recommended, but not required, that subheadings in all reports (except Proceedings) be numbered.
Optional Back Matter sections are appendices and an index.
Note: Text will reflow when put into the EPRI template, requiring careful proofing of the index entries in template-compliant material. If indexes have been created electronically, this information must be communicated to EPRI Publishing. Manual compilation of index entries is strongly discouraged.
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General Guidelines and Type Specifications
Adherence to the following guidelines and specifications will facilitate flowing technical reports into the EPRI technical report template, and will enable EPRI to pool its research results in an electronic reservoir, and publish those results in several forms.
Software
Word processing and other software used to prepare EPRI technical reports must be compatible with Microsoft Word 2003 for Windows 2000, the EPRI word processing standard. EPRI is in the process of formulating the roll out details for Office 2007.
Formatting Text
Microsoft Word's "Styles" functionality makes complying with formatting specifications easier and automates the creation of Tables of Contents and Lists of Figures and Tables. EPRI requires using this functionality to create technical reports. For more information, see the Help menu in the Microsoft Word program.
Structural Guidelines
• EPRI divides its reports into sections, not chapters.
• Do not use auto-numbering for subheadings within a section. If manual numbered subheads are used, separate the numbers with a period, not a hyphen (for example, 1.4, 1.4.1, 2.1).
• When possible, create tables in MS Word, and use consistent font and border styling.
• Number tables and figures with the section number and the individual table or figure number within that section, for example, Table 3-4, Figure 8-1. Make sure that any in-text references match the captions. Do not add extra characters to the table or figure number (for example, Table 2-1a).
• Figures and Tables should be placed as soon after the paragraph where the first in-text reference occurs as possible.
• References should be consecutively numbered in text to match the References section. For example, the first reference is [1], the second is [2], and so on. Multiple references are written as [1,2,3]. Note: The references and/or bibliography should be the last numbered section before the appendices.
• Type fractions using regular keyboard numbers (do not use fraction fonts or symbol characters) and decimals consistently. For example, 1 1/2, 5 7/8, 1.34 (three significant figures).
• Create footnotes using the MS Word Insert/Footnote function. Use numbers, not symbols, for footnotes.
• Create equations using Equation Editor, which is included with Word.
• Do not use field codes for cross-references, page numbers, or anything else.
Stylistic Guidelines
For most questions regarding style, refer to the EPRI Editorial Style Guide (). For topics not covered there, refer to the most recent edition of The Chicago Manual of Style.
• Figure labels and captions should be in “sentence” style, that is, only the first word should be capitalized. Use a period at the end of a caption only if the caption is a complete sentence. Headings should be in “headline” style, that is, use initial caps for everything except articles and four-letters-or-less prepositions.
• Use units consistently and provide SI equivalent units for English (British) units. This also applies to tables and figures. A conversion table can be placed in the first section of the report that provides the appropriate conversion factors for measurement units contained in the report. For example, 1 inch = 25.4 mm, 1 mm = 0.039 inch. This eliminates the need to provide conversions throughout the report.
• Spell out all acronyms and abbreviations when first used in the document.
• Use numbered lists only when the sequence of the items is important.
• When using in-text references, do not refer to the references as "According to References 1 and 2 . . ." Instead, generalize the statement and give a reference number to it. For example, "The industry needs to have a more standard lubrication practice for circuit breakers [1,2]."
• Use no space on either side of em dashes (—).
• Use no space on either side of en dashes (–).
• Use one space after the period at the end of a sentence and after a colon.
• When creating subscripts and superscripts, use the subscript or superscript functions in Word. Do not lower or raise the items from the Format/Font/Character Spacing menu.
• Use the MS Word Insert/Symbol menu instead of creating symbols.
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General Specifications
What follows are the specifications for formatting an EPRI report. Sample Word files that include the styles outlined below are available by clicking here: Report Preparation Sample.
|Paper |Plain white, 8-1/2" by 11", no contractor letterhead or logos |
|Margins |1 inch all around |
|Text Font |Adobe Caslon Pro |
|Heading Font |Futura Book |
|Headers |0.19" from the edge |
|Footers |0.67" from the edge |
|Layout |All sections start on a right-hand page |
|Foldouts |11" x 14" to 11" x 25" |
|Page numbers |Centered |
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Font/Style Specifications
|Name of Style |Style Specifications |
|Caption |Style for Next Paragraph: EPRI Normal Indent |
| |Font: Futura Book, Italic, Indent: Left: 1.5", Align Left, Line |
| |spacing: single, Space Before: 12 pt, After: 6 pt, Widow/Orphan |
| |control, Tabs: 6.25", Right |
|EPRI Address |Font: Futura Light, 7 pt, Align Left, Line spacing: single, |
| |Widow/Orphan control |
|EPRI Bullets |Style for Next Paragraph: EPRI Normal Indent |
| |EPRI Normal Indent + Indent: Left: 1.5", Hanging: 0.25", Tabs: |
| |1.75", Left, Bulleted + Level: 2 + Aligned at: 0.75" + Tab after: |
| |1" + Indent at: 1" Space Before: 6 pt, After: 6 pt |
|EPRI Citation |Font: Futura Light, Indent: Left: -0.13", Right: 4.5", Align |
| |Right, Line spacing: single, Space Before: 12 pt, Widow/Orphan |
| |control |
|EPRI Disclaimer |Font: Futura Book, 9 pt, All caps, Indent: Left: 0.5", Justified, |
| |Line spacing: single, Space Before: 12 pt, Widow/Orphan control |
|EPRI Disclaimer Initial Caps |Font: Futura Book, 9 pt, Indent: Left: 0.5", Align Left, Line |
| |spacing: single, Space Before: 9 pt, Widow/Orphan control |
|EPRI Disclaimer Title |Font: Futura Book, 12 pt, Bold, Align Left, Line spacing: single, |
| |Widow/Orphan control |
|EPRI Figure |EPRI Normal Indent + Line spacing: single |
|EPRI Front Matter Subhead |Font: Futura Book, 11 pt, Bold, Align Left, Line spacing: single, |
| |Space Before: 24 pt, Widow/Orphan control |
|EPRI Front Matter Text |Font: Adobe Caslon Pro, 11 pt, Align Left, Line spacing: Exactly |
| |13 pt, Space After: 12 pt, Widow/Orphan control |
|EPRI Front Matter Text First |EPRI Front Matter Text + Space Before: 100 pt |
|Paragraph | |
|EPRI Key Point Text |Font: Futura Book, Font color: Dark Blue, Justified, Line spacing:|
| |single, Widow/Orphan control |
|EPRI Level 2 Subhead |Style for Next Paragraph: EPRI Normal Indent |
| |Font: Futura Book, 11 pt, Bold, Indent: Left: 1.5", Align Left, |
| |Line spacing: single, Space Before: 12 pt, Widow/Orphan control, |
| |Keep with next |
|EPRI Level 3 Subhead |Style for Next Paragraph: EPRI Normal Indent |
| |Font: Futura Book, 11 pt, Bold, Ital, Indent: Left: 1.5", Align |
| |Left, Line: single, Space Before: 12 pt, Widow/Orphan control, |
| |Keep w/ next |
|EPRI Level 4 Subhead |Style for Next Paragraph: EPRI Normal Indent |
| |Font: Futura Book, 11 pt, Indent: Left: 1.5", Align Left, Line |
| |spacing: single, Space Before: 12 pt, Widow/Orphan control, Keep |
| |with next |
|EPRI Level 7 Subhead |Style for Next Paragraph: EPRI Normal Indent |
| |Font: Futura Book, 11 pt, Bold, Indent: Left: 1.5", Align Left, |
| |Line spacing: single, Space Before: 12 pt, Widow/Orphan control, |
| |Keep with next |
|EPRI Level 8 Subhead |Style for Next Paragraph: EPRI Normal Indent |
| |Font: Futura Book, 11 pt, Bold, Italic, Indent: Left: 1.5", Align |
| |Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan, |
| |Keep with next |
|EPRI Level 9 Subhead |Style for Next Paragraph: EPRI Normal Indent |
| |Font: Futura Book, 11 pt, Indent: Left: 1.5", Align Left, Line |
| |spacing: single, Space Before: 12 pt, Widow/Orphan control, Keep |
| |with next |
|EPRI Licensed Header |Font: Futura Book, 10 pt, Italic, Centered Line spacing: single, |
| |Widow/Orphan control |
|EPRI Normal Indent |Font: Adobe Caslon Pro, 11 pt, Indent: Left: 1.5", Align Left, |
| |Line spacing: Exactly 13pt, Space Before: 12 pt, After: 6 pt |
|EPRI NQA/Non-NQA Title Wording |EPRI PM Name + Right, Tabs: 1.19", Right |
|EPRI Numbered List |EPRI Normal Indent + Indent: Left: 1.5", Hanging: 0.25", Tabs: |
| |1.75", List tab, Numbering Style: 1, 2, 3, + Start at: 1 + |
| |Alignment: Left + Aligned at: 1.5" + Tab after: 1.75" + Indent at:|
| |1.75" Space Before: 6 pt, After: 6 pt |
|EPRI PM Name |Font: Futura Light, Align Left, Line spacing: single, Widow/Orphan|
| |control, Tabs: 1.38", Right + 1.63", Left |
|EPRI Product ID # |Font: Futura Book, 12 pt, Bold, Align Left, Line spacing: single, |
| |Widow/Orphan control, Tabs: 1.38", Right + 1.63", Left |
|EPRI Research Contractor |EPRI Disclaimer Initial Caps + Font: Bold |
|EPRI Section Style |Font: Futura Book, 18 pt, Align Right, Line spacing: single, Space|
| |Before: 60 pt, After: 12 pt, Widow/Orphan control |
|EPRI Subtitle |Font: Futura Book, 18 pt, Italic, Align Right, Left: 1.5,” Line |
| |spacing: single, Space Before: 24 pt, Widow/Orphan control, no |
| |hyphenation |
|EPRI Table Header |Font: Futura Book, Bold, Centered, Line spacing: single, Space |
| |Before: 2 pt, After: 2 pt, Widow/Orphan control |
|EPRI Table Text |Font: Futura Book, Centered, Line spacing: single, Space Before: 2|
| |pt, After: 2 pt, Widow/Orphan control |
|EPRI Table Text Left |Font: Futura Book, Align Left, Line spacing: single, Space Before:|
| |2 pt, After: 2 pt, Widow/Orphan control |
|EPRI Title |Font: Futura Book, 28 pt, Align Right, Left: 1.5,” Line spacing: |
| |single, Space Before: 50 pt, Widow/Orphan control, no hyphenation |
|Footnote Reference |Default Paragraph Font + Superscript |
|Footnote Text |Font: Adobe Caslon Pro, 10 pt |
|Heading 1 |Style for Next Paragraph: EPRI Normal Indent |
| |Font: Futura Book, 24 pt, Kern at 16 pt, Indent: Left: .25", |
| |Hanging: .25", Align Left, Line spacing: single, Space Before: 12 |
| |pt, After: 12 pt, Widow/Orphan control, Keep with next, Level 1, |
| |Tabs: 0.5”, 1.63", Left, Numbered, Level 1, Style 1,2,3, Start at |
| |1 |
|Heading 6 |Style for Next Paragraph: EPRI Normal Indent |
| |Left: .25", Hanging: .25", Align Left, Line spacing: single, Space|
| |Before: 12 pt, After: 12 pt, Widow/Orphan control, Keep with next,|
| |Level 1, Tabs: 0.5”, 1.63", Left, Numbered, Level 1, Style A,B,C, |
| |Start at 1 |
|Hyperlink |Font: Adobe Caslon Pro, Underline, Font color: Blue |
|Page Number |Font: Futura Book, 10 pt, Font color: Dark Blue |
|Table of Figures |Style for Next Paragraph: EPRI Front Matter Text |
| |Font: Futura Book, Indent: Left: 0", Hanging: 0.25", Right: 0.25",|
| |Line spacing: single, Space Before: 6 pt, After: 6 pt, Tabs: 4.5",|
| |Right, Leader |
|TOC 1 |Style for Next Paragraph: EPRI Normal Indent |
| |Font: Futura Book, 11 pt, Bold, Do not check spelling or grammar, |
| |Indent: Left: 0", Hanging: .88", Right: 0.25", Left, Line spacing:|
| |single, Space Before: 12 pt, Widow/Orphan control, Tabs: .88", |
| |Left + 4.5, Right, Leader |
|TOC 2 |Style for Next Paragraph: EPRI Normal Indent |
| |Font: Futura Book, Do not check spelling or grammar, Indent: Left:|
| |0.25", Right: 0.25", Tabs: 4.5", Right, Leader, Automatically |
| |update |
|TOC 3 |Style for Next Paragraph: EPRI Normal Indent |
| |TOC 2 + Indent: Left: 0.5", Tabs: 4.5", Right, Leader, |
| |Automatically update |
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Graphics Guidelines
Graphics in EPRI technical reports must be clean and easily readable. Graphics with broken, hard-to-read lines or text and other defects will be recreated when the report is flowed into the template. Charges for recreating graphics will be billed to the project and deducted from Research Contractor withholds, at the discretion of the EPRI Project Manager.
Source Files
Enclose first-generation (highest possible quality) source files from the software used to create graphics. Also, save the graphics files as TIF, EPS, GIF, JPG, or BMP (as appropriate) files at a minimum of 300 dpi. TIF and EPS files are the preferred formats.
Naming
Graphics should be named with a two-character section/chapter prefix (FM—front matter; CH—chapter; AP—appendix), hyphen, sequence number within the section/chapter, and an extension that identifies the file type (for example, TIF, EPS, BMP).
APB-02.eps = Appendix B, second graphic
CH01-01.tif = Chapter 1, first graphic
CH01-02.eps = Chapter 1, second graphic
CH03-01.tif = Chapter 3, first graphic
FM-01.tif = Front matter, first graphic
Graphic Standards
Make all figures consistent in terms of size and line weight.
• The basic line weights should be 0.5 and 1 pt.
• Use 9 pt Helvetica and Helvetica Bold for labels in graphics.
• All captions and labels should be sentence-style capitalization.
• Make the files 100% to scale. The final TIF or EPS should be inserted into the report without needing any resizing or scaling in Word.
• The basic dimensions of the graphics should be approximately:
o 3.5" h x 5" w for photos (the height and width should be kept in proportion)
o 5" w for line art (the height and width should be kept in proportion).
• Several types of graphics can be used in EPRI technical reports:
o Bitmap graphics include color or black and white scans of photos or line art, including charts and drawings, images generated by paint-type programs, and screen shots.
o Vector graphics are created by most drawing applications. The files contain mathematical formulae that are downloaded to the printer. Since the graphic information is represented by formulae, the file must be saved as a TIF or EPS before it can be inserted into Microsoft Word.
o Metafiles combine vector and bitmap elements. There are proprietary as well as industry-standard metafile formats. However, metafile formats are not as robust as either bitmap or vector formats alone.
Color Graphics
Printing in color can add expense. If color must be used, limit the color to a few high-contrast colors. When using color to convey content in graphs or charts, confirm with the EPRI Project Manager that the report will be primarily viewed online or printed in color when printed on demand.
Note: Pastels and patterns used in graphics generally do not reproduce well. Please avoid using these for EPRI reports.
Drawings
Use line weights of 0.5 and higher. Although thinner lines will appear on documents printed by most laser printers, they may not be visible on the output if the report is printed on demand.
Scans
Scanning can be used to include a wide variety of graphics for which electronic files are not available. Items that can be scanned for EPRI reports include photographs, charts, and illustrations. However, scanning can be a time-consuming process and produce files that are very large. EPRI recommends scanning simple linear images as black and white line art and more complex images such as photographs, as grayscale. Set the scanner to a resolution of 300 dpi and save files as TIF images.
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Template Formatting
Project Managers can arrange for reports to be flowed into the template at any stage of a project. This may be necessary to prepare draft reports for peer review, facilitate Research Contractor review of image placement, or meet other project needs.
Publication Process
EPRI Publishing is responsible for publishing, maintaining, and archiving EPRI technical information that represents the intellectual property of the Institute.
Distribution is responsible for ensuring member verification, maintaining inventory information, and managing the delivery of publications to our member organizations and the public.
The flow of technical information from preparation by Research Contractors through distribution to our member companies and the public is quite complex. Publishing and Distribution have combined efforts to present the following diagrammatic representation of the process:
Several databases work together to manage EPRI's technical research project information. The publishing and distribution activities use the following databases:
Documentum
This system is used to manage EPRI technical report content through the publishing processes and to maintain that information with version control in an electronic archive.
Apollo
Apollo is an EPRI database system that identifies all EPRI products and produces a report for Publishing detailing production information.
CASPER
This database contains all EPRI mailing lists. All distribution lists for hard copy or electronic announcement/delivery of EPRI products must be from CASPER. The member resource center can pull a combination of CASPER lists to create an instant audience for your campaign.
electronically presents and relays EPRI technical information to members, with maximum security. Members require passwords coded for verification to access . Customers can also modify their TIP profile via .
TIP (Technical Information Profile)
This system is built on CASPER and its list management features. It knows each TIP subscriber's profile and is used to process twice-a-month mailings of report summaries and other EPRI promotional and educational materials.
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Report Distribution
Production Schedule
• Project startup—Publishing schedules 2 business days for a project to be "started up." This includes assignment of a report to a communications consultant, populating the EPRI databases with information from the pub form and electronic files, evaluating the files, and assigning vendors.
• Product description/abstract development or edit—A Publishing-approved editor must make the edits. Publishing schedules 5 business days to edit and get approval from the project manager. This begins at the same time that the report is being formatted using the EPRI template.
• Full edit (optional)—A Publishing-approved editor must make the edits. This step takes approximately 6 business days per 100 pages of text. An EPRI staff editor must review all editing by contract editors.
• Template formatting and preparation for print—This takes 10 business days and includes formatting using the EPRI template and creating PDF files.
• Project manager approval—The project manager is given 5 business days to review the resulting proof, sign the approval form, and send the form back to Publishing. If the project manager is unable to review the proof within this week, turnaround time is lengthened.
• PM revisions—Publishing schedules 2 business days for the communications consultant to incorporate minor changes at the project manager's request and update the appropriate EPRI database.
• Online delivery—Publishing will post the online file within 1 business day of completing the PM revisions step.
• Print-on-demand—Publishing will furnish the final file for print-on-demand within 1 business day of completing the PM revisions step.
The total production schedule requires a minimum of 20 business days, plus project manager approval time.
Actions project managers can take to shorten the turnaround time:
• Have the product description edited before submitting the complete report to Publishing. For this or any other early support needs, send a request to technic@.
• Submit complete final files, and be sure to include the files for graphics. If communications consultants are faced with incomplete or corrupted files, Publishing cannot proceed with your report.
• When submitting a report to Publishing, deliver all components of the package at the same time. Required components are the pub form, electronic files, and graphics files if available.
• Fill out the pub form completely and accurately. Many times Publishing isn't able to start on a report because of missing or conflicting information on the pub form. Be sure to use the most current pub form found at .
• Review and sign off on the report and product description/abstract proofs as soon as possible. When the report comes back to Publishing—even if it's early—it will be posted online as quickly as possible.
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