Writing Jobcentre Plus guidance

Transcription

1 Writing Jobcentre Plus guidance Introduction 1. This guidance has been produced to support Jobcentre Plus guidance writers when drafting new or amending existing guidance. The guidance includes the following: the standards to follow when writing and publishing guidance, in line with DWP standards the circumstances when a bulletin can be issued the processes for notifying changes. Background 2. All guidance must meet DWP and Jobcentre Plus standards. You must be familiar with the DWP style if you are writing guidance. See DWP Intranet Editorial Standards which includes sections on Intranet Style guidance and How to write for the Intranet. Role of a guidance owner 3. As the owner you are responsible for managing your guidance. This includes adding, updating or removing your guidance from the Web Content Management System (WCMS). 4. You have responsibility for ensuring the Information Owner on WCMS is updated should there be a change of owner. The Information Owner is always displayed if users access the page information and wish to the owner of the guidance. 5. As the Information Owner you will receive s from WCMS notifying you that guidance is due to expire in a month s time on the Intranet. You must action these s and ask one of your publishers to amend the expiry date otherwise your guidance will disappear from the Intranet. 6. See Help for Guidance Owners for information on: the role of a WCMS content owner bulk transfer of WCMS content information recording WCMS ID numbers requiring a copy of current or archived guidance writing new guidance communicating change additional help on plain English WCMS discussion group DWP Intranet Live Services (ILS) team Standards for writing guidance 7. Guidance is broadly defined as instructional material required by staff to deliver the business to the customer and to fulfil their role within Jobcentre Plus. 8. Guidance tells users what to do and how to do it. It should not contain any of the following: training material

2 background information to national tier teams and their work presentations manager s briefs Acts of Parliament. This list is not exhaustive. 9. For further support around writing guidance see the Example Guide which provides advice on the styles to use and when to use them. Changes to the format of Labour Market guidance 10. From April 2011, front-line Advisers will have more discretion and greater flexibility in the way they deliver support to customers. Labour Market guidance will clarify where discretion can apply. Format of guidance 11. Guidance writers must use meaningful headings for their guide titles, chapters and sections within guidance so the user can easily identify the part of guidance they need to use. For example, use headings such as Conditions of Entitlement or Change of Circumstances. Do not use headings such as essential actions or supporting information. 12. Ensure that when your guide is published the pages do not appear too lengthy so the user has to scroll down pages of guidance to find the heading required. Consider dividing guidance up into smaller chapters, which will reduce the number of headings in the content level navigation on the left of the screen, making the initial screen shorter. Also reconsider the number of headings you have by merging where applicable. 13. One of the most important aspects of any intranet site is the ability for users to be able to find content that they are looking for as effortlessly as possible. For information on improving the search facility by using correct metadata see the Intranet Live Services (ILS) site. 14. An Example Guide is available within the guidance Help area that provides details of how guidance should be structured and the formats to use. Guidance template 15. The WCMS Jobcentre Plus guidance template must be used when drafting guidance as it provides the Word Styles required to ensure the correct publishing of guidance. 16. To obtain an up to date template see DWP Word Styles and Templates. 17. It is important that the template is correctly installed, this is to ensure that the Word Styles are not corrupted. See the DWP Word Styles and Templates for information on how to install it. Word Styles 18. Your documents must be styled using the Word Styles template in order for them to publish correctly to the Intranet. The table at Annex 1 has information about when each style should be used. Countries/regional/district versions of guidance 19. To avoid out of date and incorrect guidance, countries, regions and districts must not publish their own versions of mainstream guidance. Any

3 references within communications to operational staff must provide a link to the guidance held on the Jobcentre Plus guidance site. Naming your guidance 20. When naming your guidance choose a title that is clear about what the guidance contains. The title of the guidance should not be repeated elsewhere in the document, for example as the title of a chapter or section. 21. Do not include commas in guide titles as this will prevent the guidance from publishing to the intranet. Headings and paragraphs 22. Each chapter or section of guidance should start with a heading one (H1) that provides the title of the chapter or section. This must always be followed by a heading two (H2). If a H2 does not follow a H1 then any text under the H1 cannot be accessed. All further H1s in guidance must be immediately followed by a H To prevent users scrolling down pages of text before finding the section they require, use the H2 style to break up blocks of text. H2s must be meaningful as these appear in the content level navigation on the left hand side of the screen. 24. Use the heading three (H3) style to break up blocks of text within H2s. H3s will also show on the left hand side of the screen and must also be meaningful. 25. Paragraphs must not be given a normal style but must have a list number style applied. 26. Do not apply spaces between headings and a list number or between one list number and another. WCMS automatically does this. Table of Contents 27. The way the Jobcentre Plus guidance site is built means that the left-hand navigation acts as a Table of Contents. This means users are able to access the Table of Contents at any point as it is always displayed. 28. Table of Contents must not be used in the main body of guidance as this confuses users, and is confusing to assistive technology users as they cannot 'skip' this content and go straight to a particular page. Introduction sections 29. It is recommended that there is an introduction section at the beginning of the guide or for larger pieces of guidance, at the beginning of each section or chapter. The introduction section should provide a brief summary of what the guidance is about and who it is aimed at. This helps the user to easily identify if they are viewing the guidance they require. 30. Keep introduction sections brief and do not duplicate the information held within the main body of the guidance.

4 Step action tables 31. If guidance contains numerous actions for the user to undertake consider using step action tables. The tables should be set up with two columns, the first column being 2cm wide and the second being 12cm. 32. In the first line of the table insert Step into the first column and Action into the second. Apply the step action style to the first row. All the remaining rows should be given a normal style. Abbreviations and acronyms within guidance 33. If using an abbreviation or acronym within guidance use the full version the first time, followed by the abbreviation/acronym in brackets, for example, Decision Maker (DM). Do not overuse and repeat the full version every few paragraphs throughout your guidance. 34. If abbreviations are included, list them and publish an abbreviations template as part of the guidance. Include any acronyms in this list. File size 35. For information see the DWP E-communications Technical Standards and Formatting Images 36. Native format documents (PDF, Excel etc) have a 1MB limit. 37. It is recommended that WCMS styled word documents should not exceed 4 MB. Files over this limit will take longer to check in and publish to the guidance site. Hyperlinks 38. Hyperlinks should be used internally within a document to display other related parts of the document. They can also be used to link to other documents or websites to avoid duplication of guidance. 39. Always try to link the user to the exact piece of guidance you are referring to rather than just linking to an index page listing chapters/sections or to the very beginning of a chapter/section of guidance. See Linking to a section of a Jobcentre Plus guidance document for more information. 40. To ensure the user is aware of the guidance the link is going to, provide enough information in your lead in sentence. For example See the (insert name of the guide that is being linked to) for more information (insert explaining text.) All links and document titles should correspond. How to save Word documents to prevent broken hyperlinks 41. When guidance needs amending and you open a Word document from the WCMS server, and then save this locally (to my documents or a shared folder), this may result in broken hyperlinks when the document is checked back into WCMS. This is because Word assumes that all hyperlinks should go to the folder where the document has been saved and automatically updates the hyperlink addresses for you. For example, the hyperlink address field is changed from dwp_ to something like \\dfz12345\<folder name>\etc. This can also occur when a Word document held in my documents or shared folder is saved into a new or different folder.

5 42. If you have opened your Word document from the WCMS server and saved locally (or saved a document to a new or different folder), please check all the hyperlinks within your document. 43. To avoid this problem you can amend your settings within Word: Select Tools Select Options From the new Options window, select the General tab From the General tab, select the Web Options button From the new Web Options window, select the Files tab Remove the tick from the 'Update links on save' option Select OK Select OK again. 44. This will stop Word amending your hyperlinks when documents from WCMS are saved locally (or documents are saved to a new or different folder). Please note you need to do this on a regular basis because Word settings are reset when updates are made to user profiles, etc. 45. Working from shared folders can also avoid these broken hyperlinks. This is where you keep the latest version of documents (that is, the current WCMS version) locally in a shared folder. When guidance needs amending, the locally saved version is worked on and saved to the same shared folder (it will replace the existing version). Word does not update the hyperlinks because the document is already saved to the same location. This document is then checked into WCMS. This solution is only practicable where teams can work from the same shared folder. Linking within the same document 46. Take the following action to insert a hyperlink: Step Action 1 Highlight text to contain the link. 2 Click on Insert on the toolbar and select Hyperlink. A box titled Insert hyperlink appears. 3 Click on Place in this document. A list of headings within the document is displayed. 4 Select the heading required. 5 Click on OK. 6 The text will change colour indicating a link has been established. 7 Click Save. Linking to another Jobcentre Plus guidance document 47. To link to another Jobcentre Plus guidance document, enter the content ID number of the document you are linking to in the address field, for example dwp_m Linking from a pdf to another Jobcentre Plus guidance document 48. To link to another Jobcentre Plus guidance document, enter the full address of the page you are linking to, not just the content ID (that only works for Word docs).

6 Linking to a section of a Jobcentre Plus guidance document 49. To link to a specific section of a Jobcentre Plus guidance document create a bookmark at the H2 or H3 you wish to link to. 50. To link to a specific section of a Jobcentre Plus guide that you do not own/maintain contact the owner to request a bookmark to be input. Alternatively, anyone who has a read write account for JCP guidance (DWP/JCP/JCP230) will be able to open and view the native file of any piece of guidance from the content information for the page and get the bookmark name. 51. Take the following action to insert a bookmark: Step Action 1 Place the cursor at the beginning of the H2 or H3 you wish to link to. 2 Click on Insert on the toolbar and select Bookmark. 3 Input the name of your bookmark and click on Add. 52. Once the bookmark is established input your hyperlink as the content ID number of the document you are linking to followed by # and then the name of the bookmark you are linking to. 53. For example, if the content ID was DWP_m and the bookmark was named ABC_01 you would input dwp_m123456#abc_01 in the link address field. Linking to a document outside of the Jobcentre Plus guidance site 54. To link to a document outside of the Jobcentre Plus guidance site but still within the DWP/JCP Intranet, enter the link as a root relative link. This means you will use the link that shows in the address bar or the browser, with the Intralink reference removed. Example 1: if you want to link to you would enter the link as: /1/pension/guidance/index.asp Example 2: if you want to link to you would enter the link as: /jcp/directorates/tpmd/cdd/asd/index.asp Example 3: if you want to link to hhtp:// /claims.nsf that is, a DWP/JCP site without intralink in the address bar use the full address hhtp:// /claims.nsf or refers to the name of the server which the service providers could change at any time. The /1/jcp/guidance/ /dwp_s asp part of the link is controlled by DWP. 56. When the server changes all those hyperlinks containing or at the start of the address will break.

7 Linking to the Internet 57. To link to a document on the Internet enter the link that shows in the address bar or the browser. For example if you want to link to Directgov use the full address link: Linking to forms 58. If the form is an Adobe pdf link using the WCMS ID number eg dwp_m a Native Word doc link by the root relative method. 59. Unconverted documents are when the Native file is used rather than WCMS styled. They are easily identified as the word unconverted is in the URL. For example the full URL is: doc. Change the link to a root relative link by removing the the correct link is: /1/jcp/guidance/bus_del/process/forms/unconverted/DWP_T doc. Linking to draft letters 60. Draft Letters that can be completed online are published as Native unconverted word documents and therefore links to them are root relative. Linking to other Native files 61. Excel, Power point and Access documents are published as unconverted Native files therefore links to them are root relative. Broken hyperlinks 62. Xenu, or Xenu's Link Sleuth, is a computer program that checks Intranet websites for broken hyperlinks. Some links are not checked, those : to unconverted documents, that is those that appear on the intranet as native Word documents, Excel spreadsheets a PowerPoint presentations. These links will need to be checked manually by publishers/guidance owners. on the Internet. 63. For more information on links and how you can obtain a broken link report see Hyperlinks: Inserting and checking hyperlinks in Word documents Links to other sites, internal or external 64. Links to other appropriate websites must always be contained within your guidance. Links to websites must not be published as a separate entry on the Guidance A-Z listing. Introduction of Sharepoint 65. The current intranet web content management system (WCMS) will be replaced by Microsoft Sharepoint 2010 in late 2011/early Guidance owners/publishers must take action in preparation for the transition to Sharepoint. See Intranet Live Services for more information about Sharepoint and action to take. 66. On the introduction of Sharepoint, any hyperlinks within guidance that have been created incorrectly, that is, not to the guidance standards, will

8 break. This can be prevented if teams check guidance and reset the hyperlinks correctly. Which hyperlinks will break? 67. Hyperlinks which use the full address, know as absolute linking, will break when Sharepoint is introduced. For example, /dwp_s asp 68. Hyperlinks outside DWP to an internet site, are not affected and the full address must be used in these cases. For example, Identifying incorrect hyperlinks 69. To identify the hyperlinks that will break, a tool will be available on the WCMS staging server from 21/02/11 to identify absolute links. 70. The staging server is currently used to check if links are working and guidance has published correctly prior to publication to the live Intranet site. 71. From 21/02/11 the staging server will display the absolute links highlighted in orange for easy identification, but this will not be visible on the live Intranet Site. Setting hyperlinks correctly 72. Hyperlinks within the JCP Guidance Site (from 1 document within the JCP Guidance Site to another within the JCP Guidance Site) should be set using the content ID. These will continue to work within Sharepoint. For example, dwp_s To link to a document outside of the JCP Guidance Site but still within the DWP/JCP Intranet, use root relative linking. The part of the address is removed. These will continue to work within Sharepoint. For example, /1/jcp/guidance/ /dwp_s asp 74. Once the hyperlinks have been correctly reset, republish the document on WCMS. 75. See Hyperlinks for further information on the correct methods for setting hyperlinks. Publishing Forms and letters 76. Forms and letters must be published to the Forms and Draft Letters to Z area of guidance, see Help for drafting and publishing forms and letters. 77. Forms or letters must not be published as a separate guidance document from your main guidance, for example, the form or letter must not appear as a standalone entry on the Guidance A-Z listing, or within the tables of contents in the guidance A-Z area, or as a separate entry within the Business Topic, or as a separate entry within the Business Area that it is allocated to. 78. See Help for drafting and publishing forms and letters. 79. If your form or letter is in print, that is it is available via normal stationery channels, ensure that on the Intranet it appears as read only. This will prevent users from printing it off from the Intranet when they should be using a preprinted version available via normal stationery channels.

9 80. If you have forms or letters in print and available on the Intranet to view, ensure that when the printed version is updated, the Intranet version is updated at the same time. 81. Guidance about Forms and letters can be included under a section clearly titled Forms, Letters or Forms and Letters or as a separate word document as a Forms guide or Draft letter guide. Guidance on Forms and Letters 82. If including guidance about forms or letters within a chapter or section, the title of each form or letter should be given, for example AB1 OR D/L1. Consider providing a brief description of the form or letter to explain what it is used for. This will help the user to identify the correct form or letter. References to a form or letter within your guidance must be hyperlinked, on the first mention, to the version of the form or letter. Excel documents 83. Protected excel documents (with or without passwords) must not be published onto WCMS. For further information see Help for drafting and publishing forms and letters. PDF Files 84. If your form or letter requires converting into a PDF document see the Help for drafting and publishing forms and letters guide. Annexes or appendices 85. If you are including annexes or appendices within your guidance they should not be published as separate Word files. Annexes or appendices should always be at the end of your guidance and given a heading two including the title of your annex or appendix. Glossary sections 86. Glossary sections should be included in your guidance. They can be drafted as part of a chapter or section, making sure they appear at the end of your document. Alternatively they can be drafted using the glossary template and published as a separate Word document. Recording guidance 87. The owning team should maintain a record of the guidance, its chapters and sections by listing against each word document its WCMS (Stellent) ID number. 88. The owning team is responsible for ensuring a historical record is maintained detailing the reason why a new version has been introduced and when it was introduced. There are various ways of doing this, if you need any assistance contact the JCP Guidance Site Manager. Impacting the Standard Operating Model (SOM) 89. When amending existing or drafting new guidance consider the impact on the Jobcentre Plus Standard Operating Model (SOM). The SOM must always reflect current agreed business processes and be linked to up-to-date

10 guidance. It is important, therefore, that the SOM is updated at the same time as any new or revised guidance is published. 90. When planning to create or update guidance you should inform the SOM Team about the: details of the new guidance proposed publishing date. 91. The SOM Team can be contacted through xxxx xxxxxxxxx. [Contact name redacted - Exclusion 40 applied: Personal information] Action prior to publishing 92. Before publishing guidance complete the following: quality review your guidance decide your key words for the metadata complete the DWP Checklists Reviewing your guidance 93. If your guidance is new or you are re-writing part of your guidance, it will need to undergo a full quality review with your key stakeholders. To allow reviewers adequate time to review the guidance we recommend that you allow at least ten working days for the first review and a further five days for a second review. 94. If you have a short deadline to meet it may not be possible to give the reviewer ten working days and you may give a shorter timescale. Wherever possible this should be avoided and enough time should be planned in for a full review. 95. Please ensure that the Live Support Adviceline are included as a key stakeholders for quality review purposes. Including Adviceline in the review process allows them to keep informed of future changes to guidance. xxxxxxxx xxxxxx at the Adviceline and she will identify the correct person/team to review the guidance. [Contact name redacted - Exclusion 40 applied: Personal information] Deciding your keywords 96. Keywords are essential when you are preparing to publish your guidance. Keywords are used by the search engine when users perform a search on the Intranet. It is important that you take time to identify the words that you think users will search under and that the search engine can then use to distinguish your guidance from others. If your guidance contains references to forms or letters, ensure that the number and name of the letter or form is included in your keywords. 97. Guidance writers have the main responsibility for identifying the keywords, however publishers must also check that there are adequate words recorded on the metadata. If there are not, they should raise it with the guidance writer. 98. There is a maximum of 1000 characters for keywords, this includes commas and a space between words. Completing the DWP Checklists 99. The DWP Digital Standards and guidance checklists have been produced to help guidance writers to check their guidance against the DWP standards

11 for publishing to the Intranet. The Writing and content quality checklist must be completed before publishing your guidance. If your guidance contains graphics or images you should also complete the Graphics and images checklist. Publishing your guidance 100. The DWP Metadata for document authors, WCMS Contributors and Site managers explains the use and importance of metadata used on the WCMS check in template. Pilot guidance 101. When publishing guidance that is not for national use it must be published to the Pilot area of the guidance site. It must not be published to the main guidance A-Z. For further guidance on how to publish to the Pilot area see the Summary of metadata section of the Help for Guidance Publishers If guidance then becomes for national use and requires moving from the Pilot site to the main guidance A to Z contact the Guidance Site Management Team. Forms, letters, abbreviations and glossaries 103. If publishing a form, letter, abbreviations list or a glossary you will need to enter specific text in the Document control field to ensure it publishes to the correct area of the site. See the Help for Guidance Publishers for information on what to input in this field. Development server 104. When publishing your guidance for the first time or you wish to check the format of existing guidance prior to publishing to the live server, it is recommended that you publish your guidance to the development site To publish to the development site, the DWP Intranet Live Services Team to gain access to the server. When you publish your guidance take care to ensure it is published to the development server and not to the live server by inputting the correct address. The development server address is: For further help, and instructions on how to publish to the Pilot site development server see Help for Guidance Publishers Always ensure that your guidance is removed from the development site when it is no longer required. To delete it input the relevant date in the Removal date section of the Content Information on WCMS. Communicating change 108. A News and Guidance alert must be published to communicate: changes to guidance and processes the introduction of new guidance the issuing of a bulletin.

12 Changes to existing guidance 109. An alert must be issued four weeks in advance to notify changes to existing guidance. This helps staff to be better informed of changes in advance of them happening A further alert must be issued on the date the change is implemented These rules apply to: changes to guidance which introduce changes to policy or processes, and replacement of guidance (such as guides subject to a major re-write or re-structure or guides which wholly revise and replace current guides) These rules do not apply to amendments which are made solely to correct errors or clarify drafting Most amendments are not readily identified by the user even when a link is provided to the amended guidance page. The alert must include a reference to the exact amendment. For example, see Name of guidance at paragraph XX The use of an abbreviation / acronym in an alert can cause confusion. As in guidance, the first time an abbreviation / acronym is used it should also be spelled out in full. Issuing new guidance 115. When issuing new guidance (a new guide that is not currently on the intranet) it must be published on the guidance site two weeks before the guidance is implemented and issue a news alert to notify staff. Make it clear in the alert that the guidance has been released for information purposes and state the implementation date. Summary of guidance publishing rules 116. Below is a brief summary of the advance notification you must allow for guidance changes: 14 days you must publish brand new guidance two weeks before the implementation date four weeks you must issue an alert four weeks in advance for forthcoming changes to or the replacement of existing guidance. Issuing an alert 117. Download the alert template each time and complete before ing to JCP News Alerts See the Help when communicating change guide for further information on issuing an alert. Notifying change across DWP 119. Identify which of the DWP businesses are impacted by the change you are introducing. Consider whether the businesses need to be aware of your change or if they may use the guidance that your change will create or amend For further guidance around notifying change across DWP, see the Process for notifying change across DWP businesses.

13 Deleting or moving guidance Deleting guidance 121. To remove guidance from the intranet update the Removal date field in the Content Information on WCMS with the date the guidance is to be removed from Issue a News and Guidance Alert to notify users that the guidance has been removed. Moving guidance 123. If you are moving your guidance from the guidance site to another you should publish a temporary re-direction link on the Business Delivery Guidance A-Z to signpost users to the new site. The re-direction link should remain on the A-Z for a maximum of four weeks from the date the guidance moves. If you are unsure how to publish a re-direction link please the Guidance Site Management Team Issue a News and Guidance Alert to notify staff that the guidance has been moved. Bulletins and Circulars 125. Jobcentre Plus circulars must no longer be produced and bulletins can only be used to communicate changes that cannot be made to mainstream guidance. Guidance owners must ensure that all circulars current at 1 April 2008 have been incorporated into guidance, the cut off date for this was 31 March Circumstances where a bulletin can/can t be issued 126. A bulletin may be issued under the following circumstances where: transitional guidance is required for the introduction of a change it is not appropriate for the content of the bulletin to be incorporated into existing guidance. For example, temporary work-rounds or pilot guidance that will not be incorporated into guidance until national roll out Bulletins must not be issued to simply update existing guidance on the Jobcentre Plus Intranet. The amended guidance must be updated and published along with a Jobcentre Plus News Alert to notify staff of any changes Live Support will continue to issue bulletins as the majority of these are never incorporated into mainstream guidance. Drafting a bulletin 129. Bulletins must be produced using the Jobcentre Plus bulletin template (except for Live Support bulletins). To ensure the correct template is used you should request the template each time you wish to produce a bulletin. To request the template the JCP Guidance Site Owner Unless there are exceptional circumstances, you must aim to limit the content of your bulletins to two A4 sides, this does not include the summary section at the top of the bulletin. Consultation with operational staff and stakeholders identified that most bulletins over two pages long were either

14 over engineered or contained unnecessary information. If your bulletin will be over two pages long, please contact the JCP Guidance Site Owner The Word version of the bulletin should be saved for future reference once the bulletin has been removed from the Intranet When you are drafting the main body of text of the bulletin heading twos should not be used. This will ensure that the entire bulletin appears on screen and is not broken up. Headings three and four should be used where headings are required. Destruction date 133. All bulletins must have a destruction date. This will allow for easier identification of out of date bulletins which can be removed from the Intranet. The destruction date must be given where you are able to identify when the content of the bulletin will no longer be relevant. If the bulletin has an indefinite end date, record Retain until further notice in the destruction date field. Indefinite end dates must be avoided wherever possible. Publishing bulletins 134. There is one entry on the Jobcentre Plus Guidance A-Z for bulletins, titled Bulletins. This entry links to a further A-Z list of bulletins broken down into each benefit area for example, Bereavement Benefit Bulletins When you are publishing a bulletin new text must be input in the Website section field on the Check In form when you are checking in a new bulletin. The following must be input: JC_GuidanceBulletin 136. This will ensure it publishes to the bulletins page on the guidance site. Audit of bulletins 137. The owner of a bulletin is responsible for checking that their bulletins on the Intranet are still current. If they are no longer required you must remove them from the Intranet The Guidance Site Management team will also conduct a half yearly review of bulletins and identify bulletins that should have been removed from the Intranet. The owner of the bulletin will be contacted to confirm that the bulletin is obsolete and request the owner to delete it from the Intranet. Bulletins issued prior to 1 April Guidance owners must have incorporated all bulletins into guidance that were issued prior to 1 April 2008, the cut off date for this was 31 March Annex 1 Word Styles 140. The following table provides guidance on each Word Style: Style Toolbar button How it is used in the Word styles template How it appears when published on the Intranet Heading 1 For the main section headings, or chapters. The section headings will display in the left hand content level navigation bar.

15 Heading 2 Heading 3 Heading 4 Hyperlink Used to identify section headings. Sub headings within the Heading two sections. Available as a further sub heading, if required. Used for all links within the guidance both internal and external. These headings create page breaks when the file is published. The heading will be displayed at the top of the screen with all information, which follows it up to the next heading two. The heading will also appear in the left hand content level navigation bar. These headings appear in the left hand content level navigation bar. These do not appear in the left hand content level navigation bar. Hyperlinks will appear purple when published to the guidance site. 1. List number To be used for paragraph numbering. Normal Bold List bullet List bullet indent List bullet furthe r indent Paragraph numbering begins with the first paragraph and continues sequentially through all sections of the document. For first level of symbol bulleted information For second level of symbol bulleted information For third level of symbol bulleted information Applied to all text within tables or text, which does not require a paragraph number. Use of bold must be kept to a minimum. Indents for numbered bullets will appear correctly when published. Indents for list bullets will appear correctly when published. Indents for list bullets will appear correctly when published. Indents for list bullets will appear correctly when published. Normal text will publish without any indents. Text will appear emboldened. Use only on key words and never for whole

16 Italics Step action tables Form Page Break paragraphs or blocks of text. Italics must not be used on the intranet. This style can be used on the header row of any table. This must only used in forms to force printed output into predictable pages. Header row will have a green background and the text will appear as heading three style. When a form is printed, a new page starts at each occurrence of this style. Text with this style is invisible on screen (white on white background), no other effect on screen.