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P2Rx Topic Hub Development Guide



Proposed as standard, January 15, 2003
Revised and proposed, March 26, 2003
Adopted April 25, 2003

The intent of the topic and sector hubs is to provide relevant resources containing the best of the best documents, thus avoiding duplication where possible and providing sector-specific information focused on pollution prevention.

Define the topic or sector.
As a rule of thumb, the more narrowly defined, discreet topics will be easier to manage than will be broad topics. In the case of broad topics, it is left up to the developer as to how to address breaking down the information. For example, in the case of mercury,multiple Centers developed and maintained different sub-hubs.

What or whom is the audience this topic hub is written for?
This decision is paramount to the development of the topic hub and should be established before any additional work is done.

The topic hub project primarily serves assistance providers as they assist their customers (businesses, manufacturers, public agencies, citizens, etc.) These assistance providers include, but are not limited to, P2 Specialists, Technical Assistance Programs, Small Business Development Centers (SBDCs), Small Business Assistance Programs (SBAPs), National Institute for Science and Technology (NIST) Manufacturing Extension Partnerships (MEPs), Cooperative Extension Programs, trade organizations, professional organizations, tribes, educational organizations, local governments, private consultants, and vendors. Consequently, hub navigation, link descriptions, search functions and resource reviews are directed to the service provider community. The text, vocabulary, and flow of the hub should reflect that the information is presented with the target audience in mind.

Identify peer reviewers and topic hub collaborators.
A topic hub collaborator should be identified before the topic hub is proposed to the P2Rx group in general. A collaborator is a person or organization that develops all or part of the hub in conjunction with the Center leading the development of the hub. In some cases a collaborator will be identified later in the process of development as the Center realizes the need for assistance and expertise and a relationship can be forged.

A list of individuals fluent in the topic or subject should also be identified in the beginning. These people can be contacted early in the process to secure commitments for reviewing the topic hub once the hub is complete. The individuals may be industry representatives, a technical assistance provider who has worked with the topic or sector, trade association representatives, etc. These relationships also help to begin marketing the hub.

Core Subsections
Every core subsection should be included in an “industrial sector” topic hub. Topic hubs that have “environmental topics” as their subject (e.g. Mercury) should include all core subsections except “operations.” Additionally, inclusion of other subsections is necessary for topic hubs. Decisions regarding the naming and inclusion of additional subsections are left up to the discretion of the developer. An example of a topic hub where traditional subsection titles do not fit is the Residential Construction Industry topic hub.

Ideally, each subsection should only be one to two pages in length. In a few cases, extra space may be required to adequately describe the topic. Information on these pages should be directed to the technical assistance provider or end user, and should provide the bottom line, usable information.

Use the following guidelines when developing the content for the introductory page and also when selecting content for the subsections. Some links may be appropriate for more than one subsection.

Each subsection has a narrative and may have a list of core links. The following is information and description for each subsection.

The use of acronyms, abbreviations and technical terms should be avoided if possible. If they are used, developers should make a special effort to provide an explanation or reference. See below for references to an optional dictionary section and an acronym and abbreviation section.

Required subsections for the topic hubs

1. Welcome and Table of Contents
This subsection provides an overview of the other subsections. It should also contain a brief "how to use" statement describing the topic hub. The core links for the subsection are the three to five best links that thoroughly describe the topic or provide the most valuable references.

2. Topic Hub Overview and Background
The background explains the problem and/or industrial sector addressed by the hub. The overview is what the hub is about. This overall subsection provides demographic industry information useful to policymakers, grant writers, trade groups, researchers, journalist and others. This demographic information should help describe where the topic can be found, its scope and breadth, and why it matters. This narrative should have enough information so that the user knows they are at the right place for the information they need. Type of information to include in this section includes:

  • Definition of the topic
  • Demographic information such as revenues associated with the topic and geographical area of significance
  • SIC and NAICS codes when available
  • Fast facts that can be bullets used to illustrate size, distribution, and economic importance of topic-related interests.
  • Synonyms, keywords and associated terms
  • Common products
  • Common processes
  • Key environmental and/or health impacts of the topic or sector
    Development questions for this section include:
    • Does this section provide a description of the problem that would be of use to the intended audience?
    • Have you considered other audiences and written the overview section to accommodate their needs?

3. Operations (for “industrial sector” topic hubs only)
The intent of this subsection is to move the reader from awareness to knowledge. The operations section should describe how a particular sector works, how to recognize the sector. This description is written for a novice learning what makes the sector work. This subsection provides a generic description for a typical operation:

  • Material inputs
  • Processes used
  • Waste Streams (outputs)
  • Process Flow Charts and Diagrams

Outputs should tie in with environmental concerns identified in the “Background and Overview” section. These are essential for describing operations of the sector; providing a list of processes; and likely inputs and outputs. These links should correlate introductory information in a document or website to operations information (inputs, processes, and waste streams) for each process used in an industry. This may also be displayed as the “Top 10 Documents” or “Top 10 Documents and Links”. “Links” means a link to another key website.

Also see “Complete List of Links” section for discussion of specific information to be included with documents and links.

4. Reasons for Change
This section should help the reader better understand the need to change. Consider key incentives for change. The biggest reason for change for many will be to come into compliance with regulations. There are also non-regulatory drivers for change like cost savings and good public image. The content portion of the narrative should include information like:

  • Listing of the most important compliance issues
  • Top things that an inspector looks for
  • Most common violations
  • Cost saving measures
  • Non-regulatory drivers
  • A link to the National Metal Finishers Resource Center (NMFRC) State Regulations Locator or other resources for state regulations.
  • EPA enforcement action and briefs as written to a particular industry or sector. These can be used to illustrate what not to do.
  • Liability
  • Health and safety impacts.

5. P2 Opportunities or P2 Options
This subsection contains the information about alternatives to reduce waste in the input and process portions of the operations. The P2 Opportunities subsection should help a reader identify change options, alternatives, and best management practices. This subsection includes:

  • Case studies
  • Success stories
  • Waste reduction guides
  • Best Management Practices
  • Ideally, an overall checklist for the sector
  • Process options that reduce waste streams or improve process performance

The text should include a list of ways to change, and a list of the most important ways to improve environmental compliance and waste reduction activities. Provide practical, actual projects and technologies in this section. Avoid references to “old” technologies and practices. For example, in printing pre-press, a formerly common P2 recommendation was that of adding squeegees onto plate processors to minimize chemical and water use. Normally, except for the occasional small printer still using older equipment, this recommendation no longer applies because of overall upgraded equipment available to the industry. Resources referenced within the hub should typically be directed toward the end user, or customer, and contain information such as “Top 10" or “Things to Do” lists.

Write these P2 recommendations in terms the intended audience understands.

6. Where to go for Help
This subsection may contain links to other websites as well as individuals who are experts and/or programs directory contacts. Examples of links include:

  • Link to the Thomas Register
  • Link to appropriate OECA Center
  • National trade associations
  • Links to assistance programs like MEPs, SBAPs, and P2Rx partners
  • Access to Info USA yellow pages
  • Link to regional consultants directory.
  • Names and contact information of specific individuals who are technical, compliance and/or p2 experts in the sector or topic.

In some cases a link to the programs database may not meet the needs or expectations of the topic hub developer. For example, the developer of a topic hub wants the names of specific organizations and individuals having specialized experience in the sector to appear as the first contacts the user sees. The current programs database structure displays in alphabetical order all individuals and organizations with expertise in this sector or topic. Consequently, the list is not prioritized. In this case, the author may opt to add another field to the contacts section to include the prioritized contacts and programs.

7. Complete List of Links/Resources
There is no required specific number of links to documents and resources. However, in a case where very few documents are linked, either due to the limited availability or quality and age of documents currently available, it may be worthwhile to include a comment in the topic hub development form.

In order to determine the validity and quality of a document that will potentially be linked on the topic hub, some questions to consider:

  • Does the information seem well researched?
  • Does the information seem current and commonly used or cutting edge?
  • Are there any references or bibliographies associated with the document?
  • Is there a statement about the source of the document?
  • Is there a date the document was first published and revised?
  • Is there a reference to an organization associated with the document (EPA, etc.)
  • If available, is this documented endorsed and/or reviewed by an industry association or a known technical expert?
  • Is the resource available in full text rather than bibliographic or descriptive information only?
  • Are there gaps or is there any obvious missing information?
  • Are there dead links or empty files within the electronic document?
  • Does the information go into sufficient depth?
  • Does the resource cover the subject matter adequately?

Each link should contain the following items:

Hub Topic – This is the subject of the specific hub or the hub for which the URL is pertinent. This can be a multi-valued field if the document is used in more than one topic.

Title – Include the full title of the document, including any subtitle. When a title is not obvious, extrapolate the best title you can by basing it on the content. Titles should be input in title case. As an example: “Worksheet to Help You Choose a Better Blanket Wash.” If the document is in a non-HTML format, place the format type in parentheses at the end of the title. As an example: “Worksheet to Help You Choose a Better Blanket Wash” (PDF).

URL - If only one URL describes a resource, then the web address should take the user directly to the first page of the document. This is usually a title page or table of contents page. Do not simply put the address for the website home page from which this document resides; drill down to the actual document to select the URLs. Some websites do not allow external linking to internal pages within their site so be sure to test all internal links.

The objective of the topic hub is to provide quality, useful information that will help reduce the user’s research time. Wherever possible, duplicate information should be avoided. Current, quality information that has been peer reviewed should be prioritized for all links to documents in the hub.

Consider having a link to a form or an e-mail address for users to recommend a document or link. Likewise, consider providing a request for assistance and a link to a form or an e-mail address so users can notify the webmaster when a broken link is found.

Is the document a core link? For items found in a framed @ web page, make sure the URL is the address of the document and not the frame in which it resides. To determine the actual URL of a document found within a frame, view the Info@ on the publication, or right click and go to the frame in a new window.

For documents available in several formats, include all in a separate record for each format type. In the case of sections of a notebook, the section summary page is preferred over the direct link to the PDF file or WordPerfect File for each section on to the topic hub.

Avoid URLs from clearinghouses and collections in favor of URLs from the original source.

Description of document – Briefly describe the document. It is suggested that ten or fewer words be used, but additional description may be necessary in some cases.

Source – This is the name of the organization responsible for the development and content of the document. It is not the name of the organization that indexed it, unless the developer and the indexer are the same. Occasionally, the source information is unavailable. In which case, the source field can be left blank or a best educated guess can be listed.

Use the full name of the organization, not just abbreviations. Follow the full name of the organization with the initials for the organization. Example: Iowa Waste Reduction Center (IWRC) or Printers’ National Environmental Assistance Center (PNEAC). When possible, use the original source URL for a document, not a URL from a collection such as Envirosense. An example of the first instance is that of a document found from a link at the Pollution Prevention Regional Information Center (P2RIC) website that was published by the Kansas State University Pollution Prevention Institute; the designated source would be the Kansas State University Pollution Prevention Institute. An example of the second instance would be that of a document, found at Envirosense, created by the Waste Management & Research Center (WMRC); the designated source would be WMRC.

Resource type – Choose from video, fact sheet, case study, etc. Do not capitalize the resource type for data entry purposes

Date – This is the date the document was originally developed or, if available, last modified. In the case of documents having no date (common on web based documents), include, “not available”. Do not include the date that the source website last modified their site. Add date in the format of either mm/dd/yy or four-digit year, i.e. 1999.

Date Record Added – This is the date that the topic hub developer added the document with the specific mm/dd/yy or four-digit year format, i.e. 1999. This date is essential for database maintenance.

Geographic Scope – This refers to geographic encompassment such as nationwide, statewide, region, etc. Specify applicable state, region, county, city, etc.

Link Q/A Questions
1. Do the provided links complement, instead of duplicate, documents developed by various agencies and organizations with those documents containing the same information?
2. Are the links comprehensive? Are there enough links to cover the entire industry, process, or subject?
3. If there are not comprehensive collections of links, explain why in the development summary document. For instance, documents do not exist; or, there may be limited availability of specific documents versus broad and general documents.
4. Are most of the documents from one state or region? The topic hub developer should at least attempt to identify documents from all over the U.S. instead of only documents available from the developer’s region. If the latter is the case, the author should provide an explanation about the availability of quality documents.
5. During the search for documents and links, did you perform any searches on specific websites?
6. During the search for documents and links, did you send any inquiries to various listserves? There are several industry-specific environmental listserves such as Printers’ National Environmental Assistance Center, and CCAR Greenlink, among others. Examples of good sources of documents and site links are trade organizations, magazines, Environmental Protection Agency (EPA), state regulatory agencies, local government agencies, regional government organizations, and consortiums, universities, etc.
7. For a PDF document, use the actual PDF URL so the user will be able to click on the link to go directly to the document.

Copyright
Many valuable resources, including magazine articles, etc., are copyrighted. Full text document links are preferred over document summaries. If the full text of a copyrighted document is linked, the topic hub developer should first obtain permission from the source to link the full text document.

Hard Copy Documents and Resources
Although documents available in electronic format are preferred, there are some hardcopy documents, especially lengthy manuals, etc., which may be appropriately referenced on the topic hub. Information on how to order the publication should be provided in addition to the document reference information.

If a hardcopy resource is being considered for inclusion in a hub, the following criteria may be used to evaluate whether or not to proceed with the reference:
1. Does the resource meet the same criteria for quality, reliability, usability, and pertinence to the topic as those established for on-line resources?
2. Can the resource become web-based? Is its length convenient for scanning? Is it copyright restricted? Would the author agree to conversion to a web format? Could it reside at the author’s site or on a P2Rx Center’s site? Documents eligible for web publishing should be published and included in the hub as online documents. The hub developer may opt to link to a lengthy electronic version in addition to explaining how someone can obtain hardcopies.
3. Does the resource duplicate or complement existing web-based documents and resources already referenced in the topic hub? If available online resources provide the same information contained in a hardcopy or electronic resource, there is no need to include the hardcopy reference in the collection.
4. Can the hardcopy resource be easily obtained through the national library loan system; a government document clearinghouse; or by a direct request to the producer? If a valuable hardcopy resource is not in the interlibrary loan system and is not readily available from the publisher, the topic hub author should take responsibility for adding the resource to the interlibrary loan system before including it in the hub.

Topic Hub Resource Type
These are examples of types of topic hub resources. Revised 6/26/00. This is a filtered list of resources keyed by logical resource grouping.

  • Article/report
  • Audio/video
  • Case study/success story
  • Fact sheet/checklist
  • Manual/handbook/curriculum
  • List – A directory, index/hub, links page, contacts, catalogue, bibliography, or simple database
  • Periodical
  • Calendar
  • Software/electronic tool – This is to include highly interactive databases and online tools, an example of which is Life Cycle Analysis for Building Materials
  • Website – In the event that you reference an entire site or homepage for, perhaps, an organization, contact, or vendor. Should not be overused for difficult-to-identify resources.
  • Chapter
  • Proceedings
  • Other Resources

Subsection Bibliography
This is the complete list of links that collected for this subsection. It contains all links to background information on operations, processes and waste streams. The List of links for additional information on the topic goes here.

Links to other Web Sites
When evaluating websites for a potential link on the topic hub, the goal is to provide only sites with high-quality content. To evaluate the quality of content consider:
1. What is the scope of the website’s content?
2. Does the content scope match that of the well-defined hub?
3. Who is the intended audience of the website?
4. What is the primary purpose of the website?
5. What is the purpose of adding this link? What will this link contribute to the topic hub?
6. Is the website current?
7. Is the information accurate (as far as you can determine)?
8. Is the objective of the site clear?
9. Are the links in the website properly working (mainly)?
10. Are there references to individuals in charge of content and/or website maintenance?
11. Does the site depend on graphics? If so, does the provider maintain a separate, text-only version?
12. Will the pages take an inordinately long time to load on machines having slow connections?
13. Is content presented in a well-organized format?
14. Is the site pleasant to look at, stylistically and graphically?

8. Acknowledgments
Logos with Links - The network of centers supporting development (intellectually and financially) of the topic hub should receive appropriate recognition by means of links on the main hub pages. Logos should hyperlink to the home page of the organization. Key logos include: P2Rx, Editor/Publisher Center, Author (if different from the Editor/Publisher).
Editor/Publisher Center - A P2Rx Center oversees the development of specific hubs and will own the data it publishes. Additionally, a hub will be housed on the center’s site unless they choose otherwise. The editing/publishing center should be appropriately recognized whenever one of their particular hubs is republished or when any pieces of their hubs are used. (Note: Topic hub content sharing should automatically credit P2Rx and the Publishing Center when a hub is shared.)
Acknowledgement Page - Every topic hub should have an acknowledgement page. This can be an internal link “Acknowledgements” from the table of contents page. The Acknowledgements page should include the following:
1. Reviewers: Clerical, Web, Technical, and Subject Specialist -- There are a number of types of reviewers contributing to the quality of a hub. A subject specialist or technical reviewer suggests resources for inclusion; provides input into product development; and provides technical content review. An editorial reviewer will review the hub for clerical and grammatical accuracy, literary flow, etc. Web technical specialists will provide feedback regarding the website’s technical and programming functions of the hub. This could include, but is not limited to reviewing links, etc.
2. Content Sharing Organizations– List of organizations sharing content about a particular topic hub. Such a list may also add credibility to the topic hub.
3. Development Form and QA/QC Review Records– Each topic hub should be developed, reviewed for clerical/grammatical mistakes, web and internet function, and technical content. Each person reviewing the topic hub builds the credibility of the topic hub. In order to convey that credibility, a list of reviewers and records/dates of reviews should be provided. Details of review should not be necessary. An explanation of how or why this topic or sector was selected to be a topic hub may be worthwhile here. A discussion of factors that lead to the choice of this subject, such as new regulations being developed for a large industry; a nationwide enforcement initiative taking place; general size and scope of an industry affected by multiple sets of environmental regulations, regional priorities, or other factors is appropriate for this section.
4. Dates Links Checked– This should be done once per month. The Center webmaster should complete this.
5. Dates Content Checked– This should be done once per year. The topic hub primary authors should complete this. Solicitation for new documents may be necessary, but is not a requirement. Reference the programs database for names of individuals/organizations aware of new materials, emerging trends, etc.

Optional Fields, Categories, and Features of Links/Resources

Core Links and Documents
A core document is a document providing detailed, substantial information about the topic of the subsection. These are the most important essential links on the topic. These links will appear on the introductory page of the corresponding subsection as well as in the subsection bibliography. These essential links of the sector overview provide demographic context. They also provide a global overview of the topic.

The subsection bibliography is a complete list of links for this subsection. It contains all links having background and demographic information for the sector.

Staying Current (optional section)
This hub area provides users with current information on what the hot items are in reference to the given topic. It also bolsters the hubs and gives users a reason to regularly return to the hubs. Collecting news related to a specific topic or sector hub could provide Centers, that are not already collecting and publishing news on a regular basis, with an opportunity to do so under a narrowly defined scope. This subsection contains information about and links to:

  • Listserves
  • o News
  • o Newsletters
  • o Periodicals
  • o Calendars of events, including training opportunities (if they are specific to a the topic; for example, trade association calendars.)

The intent here is to provide the user with a place to go for current information about their topic. The core documents should include the best trade publications.

Add a Link
This feature will not be a separate link, however it is appropriate to include an e-mail link on the topic hub so users can suggest additional resources.

Full Text Search of the Documents
This pertains to full text searches of the references in the information resource database(s). Refinements include search by all of the references associated with a hub, or search by references associated with a subsection. Does this mean a full text search of every document linked?

Contact Us Feature
Is there a link to an e-mail address so users can provide feedback and ask questions about the hub? A name, address, phone number, and a link to an e-mail address contribute to the hub’s credibility and reliability.

Topic Hub Navigation and Use Guide
This could include a topic hub site map as well as a discussion of the audience(s) for whom the topic hub was written. A statement that the hub is ultimately available for the entire public may be considered.

Database of Resources
This is a link to the contacts database. At a minimum, the contact information listed in the database should include an organization name, address, telephone number, fax number, e-mail address, URL (if applicable), services, geographic service area (national, state, region, county, city, etc.), topic hub subject and program type.

Print Friendly Page
This optional feature applies to each resource document linked on the topic hub. It allows for a narrative format that will print better than versions printed off a web browser. An alternative is that of providing a PDF-formatted version of the document or a Word Processor Document download option.

Dictionary
Developers should consider adding topic/sector-specific definitions to key terms and words. Special attention should be given to terms used within the hub. Developers may want to consider adding a link to a technical expert’s e-mail address, thus inviting users to submit inquiries requesting the definition of a technical term not listed in the dictionary. This would be especially useful if a dictionary is not provided in the beginning.

Topic/sector-specific definitions can be included. Additionally, definitions related to the topic hub could be included.

Directory of Acronyms and Abbreviation
This is section would contain explanations of common acronyms and the abbreviations associated with the hub.

ADA Compliant
Have you considered designing your website to comply with American with Disabilities Act website guidelines? Additional information as to how to make your site ADA compliant can be found at http://castor.tsl.state.tx.us/ld/pubs/ada/

Process of Making a Topic Hub
1. Choose topic hub. Base the choice on regional priorities, national need or priorities, and Center expertise.
2. Convene focus group. Include direct and ultimate information recipients.
3. Use guidance document (this document) to write hub.
4. For “industrial sector” hubs, use Sector Hub Checklist to assure requirements are met. For “topic” hubs, use Topic Hub Checklist to assure requirements are met.
5. Submit topic hub to P2Rx editor for Editorial Review and Web Review.
6. Get Final Technical Content Review completed by technical expert.
7. Make suggested changes and publish topic hub. Note: Centers ultimately have discretion on changes and should not accept any changes that change the intent of the information. Changes that improve consistency, clarity, and technical merit, should be incorporated.

Annual review
Review documents and links been each year to evaluate priority and potential replacements. Is there adequate maintenance of the information content? Look at:
1. Creation dates.
2. Last updated dates
3. Archived information

Update hub’s acknowledgement section to reflect review and update.

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