What can you do on this screen?
On the Publications screen, you can create and manage the publications that are used in initiatives. Publications includes all information sources that are not purely media based (like videos), e.g., books, articles, journals, magazines, manuals, instructions, newspapers, as well as online information sources, like specific articles on websites or even entire websites (if appropriate).
Figure 326: Resources > Publications
For each publication, you can:
•Add a 
publication to the existing list by clicking on + New.
•Preview 
the All Resources spreadsheet listing all publication entries with all the details in LEAD for each entry, or the Unused Resources spreadsheet listing all publications that are not cited anywhere in LEAD.
•View and manage all unused publications on the Unused Resource Management 
screen.
•View the different versions of a publication by clicking on the arrow 
in the first column.
•Select a publication and then:
oCreate a New Version 
of an approved publication, which will automatically flag all initiatives and places within those initiatives where the selected publication is cited or used.
oPreview the:
▪Related Materials Report that lists every initiative and place within each initiative where the selected publication is cited or used.
▪Impact Report that lists every initiative and place within each initiative where any previous version of the selected publication is cited or used.
▪All Resources spreadsheet listing all publication entries with all the details in LEAD for each entry.
▪Unused Resources spreadsheet listing all publications that are not cited anywhere in LEAD.
oView 
the publication information.
oView and then Approve the publication.
oEdit 
the publication information.
oShow History 
to review the changes made to the publication, including the user name and date/time of saved changes, and revert to an earlier saved revision.
oDelete 
the publication, if has not been cited in any initiative. Once you've selected OK to the confirmation message, the Data Item Deletion screen displays. Enter the title of the publication to confirm the deletion.
Note: You can copy and paste the title from the screen into the field to make it easier on yourself. If you only enter a partial title, the item will not be deleted and the Data Item Deletion screen stays open, ready for you to try again.
Finding Publications
If you can't find the publication you're looking for, enter a search term in the Find: field and select Search. The table will list all publications that contain your search term on the screen.
Alternatively, you can use the Filter drop-down to limit the list of publications to a specific sub-category, as set up on Customizations screens.
You can click on the column headers of each table to sort the publications by that column. Clicking on a column header again will reverse the sort. Clicking on the column header a third time will remove the sort. Small arrows in the column header let you know which way the data is currently sorted.
Viewing Versions of Publications
Select the arrow at the start of the listed publications to show the previous versions of the publication.
No The number (No) column provides a sequential count of the entries, which is not attached to the entries themselves. Title The Title or name of the resource. Resources are used or cited extensively in initiatives, specifically, on the following screens: •Analysis - in the Training Needs Analysis and the Task Analysis. •Design - in the Training Management Document. •Develop - in the initiative contents: pages and paragraphs, sheets, and test items. Author The Author field contains the author, editor, or organization (if no author is named) of the publication. Typically: •Single author or editor: Last Name, followed by initials, e.g., Doe, J. •Multiple authors or editors: last names and initials; commas separate author names, last author is preceded by an ampersand, e.g., Doe J., & Joe, D. •Organization: Full name of the organization. Version The Version number of the resource. All resources start with version 1. Once a resource has been approved, changes can no longer be made, unless a new version of the resource is created. Then changes can be made as needed in the new version. When viewing the resource item, you can view a previous version by selecting it from the Version drop-down. Status The current Status of the resource. Once the initiative that uses the resource is approved, then the resource is also approved. You can also approve a resource manually by viewing the resource on the Resources tab and then selecting Approve on the screen. You cannot approve a resource from the Edit screen. |
On the Publication screen: •Select •Select View •Select Edit  Figure 327: Resources > Publication Detail Screen Any of these options opens the Publication Detail screen, ready for you to enter, review, or update the fields below. Then: •To create a new publication, select Save once you've entered all the information. Likewise, to keep the edits you've made to an existing publication, select Save. This will return you to the list of publications. •If you do not want to keep the edits or create a new publication, just select Cancel to close the pop-up. •If you're reviewing a publication, you can select Edit to make changes, select Approve to approve the publication, or you can close the pop-up window by selecting the X in the top right of the pop-up. Type The Type or sub-category of the resource. The resource type allows you to further specify what kind of resource it is. You can set up the resource categories on the Customizations screens, to enable you to define groups of resources within the main categories. Title The Title or name of the resource. Resources are used or cited extensively in initiatives, specifically, on the following screens: •Analysis - in the Training Needs Analysis and the Task Analysis. •Design - in the Training Management Document. •Develop - in the initiative contents: pages and paragraphs, sheets, and test items. Author The Author field contains the author, editor, or organization (if no author is named) of the publication. Typically: •Single author or editor: Last Name, followed by initials, e.g., Doe, J. •Multiple authors or editors: last names and initials; commas separate author names, last author is preceded by an ampersand, e.g., Doe J., & Joe, D. •Organization: Full name of the organization. Date of Publication The Date of Publication lists the date or year the publication was published. In the case of websites, or other online resources, this should be the date the publication was accessed. Version The Version number of the resource. All resources start with version 1. Once a resource has been approved, changes can no longer be made, unless a new version of the resource is created. Then changes can be made as needed in the new version. When viewing the resource item, you can view a previous version by selecting it from the Version drop-down. Version Text The Version Text of the resource. Unlike the Version field, this field is user editable, so you can enter the version number or text of the resource, if applicable. Status The current Status of the resource. Once the initiative that uses the resource is approved, then the resource is also approved. You can also approve a resource manually by viewing the resource on the Resources tab and then selecting Approve on the screen. You cannot approve a resource from the Edit screen. ISBN/DOI/Website The ISBN/DOI Website field provides the space needed to capture the: •International Standard Book Number (ISBN) of a published book, which is typically 10 or 13 digits long •Digital Object Identifier (DOI) of a journal article (or other registered digital content) that provides a persistent link to its location on the internet •Website or other location (e.g., intranet location or local server) where the publication can be found Periodical The Periodical provides the name of the periodical, journal, newspaper, or website of the publication, if applicable. Unit of Issue The Unit of Issue indicates how many items of the resource come together in a box or a pack. This helps determine how many resources need to be bought. Unit Cost The Unit Cost is the cost of buying one unit (e.g., one box of pencils, or a pack of paper) of the resource. |
Select the Publication, then select View Note: Publications are automatically approved when the initiative that cites/uses the Publications is approved. |
Before creating a new version, run the Related Materials Report to check the impact the new version has on all initiatives (select the publication and then Preview To version a publication, select it in the list, then select Create New Version •Title •Author •Date of Publication After you created the new version, you can run the Impact Report (select the publication and then Preview You can update •TNA/TMD > Training Data > Resources screen, for publications listed in the TNA or TMD respectively. This will update the publication to the latest version in your initiative. •Resource Management screen on the Analysis/Design tabs under the Initiative Management folder, for any publication cited or used anywhere in your initiative. This will update the publication to the latest version in your initiative. •Cited Resources screen for any publications that are cited anywhere below the selected table of contents item on the Develop tab. This will update the publication to the latest version only in the selected table of contents item or anywhere below it in the tree structure. Select the publication to update on your selected screen. Then select Update |
