Views:

Pantry Style Guide

This Style Guide outlines the steps for writing, formatting, and editing a Pantry document.

Document Elements

The following document elements make up the body of different types of Pantry documents. Each element is broken down and defined so that you can effectively build your document.

Document Name

The document name accurately represents information within a Pantry document.

If Document Type is...Then end the Document Name with...
Job AidJob Aid
ProcedureProcedures
Data DictionaryData Dictionary
Rule SheetRule Sheet
Business Requirement DocumentationBRD
Project Documentation[Insert Project Name Here] Documentation

Do not include the following in the Document Name:

  • Document ID 
  • Collection Code
  • Abbreviations/Acronyms
    Exception: Abbreviations and acronyms may only be used when the Document Name becomes confusing/wordy by not using it (such as MHA HAMP Quarterly Reviews Standard).​

Description

The Description provides a brief overview of the document and includes the requirements listed in the table below (dependent on document type). The Description should accurately introduce the information within the Pantry document, and may include background information pertaining to the Pantry document.
Caution: Do not include numbered steps in this field.

If Document Type is...

Then...

Job Aid

Enter The purpose of this Job Aid is to.. and include the following:

  • Provide a high-level view of the task being completed, specifying who does what when
  • ​​​​​Note: If multiple employees/areas/departments are involved in the process, each of these should be mentioned.
  • Include why the Job Aid is necessary
  • Include any background information needed for completing the Job Aid

Procedure

Enter The purpose of these Procedures is to... and include the following:

  • Provide a high-level view of the task being performed, specifying who does what when
  • ​​​​​Note: If multiple employees/areas/departments are involved in the process, each of these should be mentioned.
  • Include why the Procedure is necessary
  • Include any background information needed for completing the Procedure

Data Dictionary

N/A

Rule Sheet

N/A

Business Requirement Documentation

Enter This Business Requirement Documentation outlines the requirements needed for the [Business Objective] so that the following issues can be solved [Insert Business Problem Points]:

  • Provide the Business Objective
  • Provide the Business Problem Points
  • Provide Outputs/Business Expectations
  • Include why the enhancements are necessary
  • Include any background information needed for understanding why the enhancements are necessary

Project Documentation

Enter This Project Documentation outlines the steps/rules/requirements for [Insert Project Name Here] and include the following:

  • Provide a high-level view of the Project Documentation, specifying what is in it
  • Include why the Project Documentation is necessary for the Pantry
  • Include any background information needed for understanding the Project Documentation

Content

The following subsections describe how to accurately write, edit, and format Pantry documents.

Bullets and Bullet Formatting

Use bullets for lists that do not appear in sequential order.
Note: When a bulleted list follows a numbered list, indent the bulleted list.

  • First level: Use the filled-in bullet option, left-justified, 1.5pt spacing.
    • Second level: Use the open bullet aligned under the first word of the first level.
      • Third level: Use the filled-in square bullet aligned under the first word of the second level.

There is a preferred minimum of at least two items when creating a list.
Capitalize the first letter after a bullet only when it is not part of the sentence introducing the bullet.

Calendar and Business Days

Specify calendar or business days when stating a timeframe.
Use the numerical form of the number when specifying a specific date.
Example: Submit the case on the 22nd of every calendar month.

Citations

Follow the Chicago Manual of Style when citing in Pantry documents: http://www.chicagomanualofstyle.org/tools_citationguide.html.

Contractions

Correct Use of Contractions

The following are correct examples of contraction use in Pantry documents:

  • Do not
  • Is not

Incorrect Use of Contractions

The following are incorrect examples of contraction use in Pantry documents:

  • Don't
  • Isn't
  • Can't
  • Won't

Font/Size/Color/Spacing

Use 1.5 spacing for Pantry documents. Use the preset headings and adjust the following:

  • Heading 1: Segoe UI 20pt. / Black
  • Heading 2: Segoe UI 16pt. / Black
  • Heading 3: Segoe UI 14pt. / Black
  • Body: Segoe UI 12pt. / Black

When referring to a button/field/widget/etc. that must be clicked/selected/pressed/etc., always bold the text of the item that the action is being performed on.

Formatting

Left-aligned, make sure to indent once after each heading level (not for body). 

Hedges

Avoid: Hedges unnecessarily emphasize the uncertainty of the actions of verbs.

Intensifiers

Avoid: Intensifiers unnecessarily intensify (heighten) the actions of verbs.
Examples:

  • Extremely
  • Mostly
  • Sometimes
  • Usually
  • Typically

If/Then Statements

When writing an if/then statement, apply the following format:

  1. Determine if [insert problem].
    • If yes, [insert outcome].
      1. ​​​​​​​​​​​​​​[Insert steps for "Yes" outcome].
    • If no, [insert outcome].
      1. ​​​​​​​​​​​​​​[Insert steps for "No" outcome].

Locations

Use previous or following, not above or below.
Examples: Refer to the previous steps 1-4 to complete steps 5-8.

Modifiers – Compound

Two adjectives conjointly describe a noun that they precede.
Example: 8-ton giraffe. 

Number Format

Write numbers in numerical form, unless:

  • Proper name
  • One through nine (1-9)
  • Start of sentence

Numbered Steps

When a list requires a sequential order, follow these guidelines:

  1. Use a numerical list.
  2. Use the preset line spacing found in the Pantry.
  3. Begin sequential steps with an action word.
  4. Use punctuation when the listed item is an independent sentence, or part of the list.

Onscreen Text

Emphasize text that appears onscreen or in software using italics and bolding.

Oxford Comma

Add a comma after the last item when listing multiple things, such as: this, that, and these.

Parentheses

Examples:

  • 2:13 AM (CST)
  • Chief Executive Officer (CEO)

Personal Pronouns

Do not use personal pronouns to refer to the reader or the customer.
Examples: 

  • You
  • Yours
  • I

Phone Numbers

Phone numbers should follow the correct format: (123) 456-7890.

Referencing Articles

Add article links within the content of articles if directly related to a step or procedure.
Add article links in Author Notes if topically related.
Make sure to format the article as a hyperlink with the title of the article as the name of the hyperlink.

Screenshots

  • Follow these guidelines when inserting screenshots:
  • Bordered with a black 1pt. weighted line.
  • Left justified with the corresponding level of text.
  • Callouts must use a red rectangle or square with a 2pt. weighted line.
    • If the callout is not immediately obvious, use red arrows to point to callout rectangle.

Software, Program Names

Italicize and capitalize software and program names.

Spacing

Follow these guidelines when determining spacing in Pantry documents:

  • Body: Use 1.5pt. spacing between lines.
  • Click Shift+Enter when writing any of the following items:
    • Notes
    • Examples
    • Exceptions
    • Cautions
  • Use a single space after period, not double. ​

Tables

Follow these guidelines when creating a table in the Pantry:

  • Bold and capitalize headings.
  • Align center for headings.
  • Align left for any text besides headings.

That vs. Which

Follow these guidelines to determine usage of that versus which in Pantry documents:

  • For restrictive clauses, use that to introduce the clause. A restrictive clause is one essential to the meaning of the sentence.
  • For non-restrictive clauses, use which to introduce the clause. A non-restrictive clause is one non-essential to the meaning of the sentence. 

Time Format

Follow these guidelines to format specific times in Pantry documents:

  • Use AM and PM.
  • Use (EST), (CST), (MST), and (PST).

Unnecessary Negatives

Avoid negative words like no and not when non-essential to the meaning of the sentence.  

 

 

 

Keywords: Pantry, Formatting, Style, Style Guide, Pantry Style, Document, Document Formatting, Guide