View source for Research Tasks/Initial Edit

==Introduction==

The online initial edit task involves adding information about new legislation, such as when it comes into force, its geographical extent and whether it contains powers to make subordinate legislation. This information is recorded within the legislation data and is used in setting up the timeline, in force annotations and extent facilities for the legislation and its provisions on the website. The identified powers are expressed on the More Resources tab on the website. Once this information has been entered, the new legislation is deployed to the website as the “Latest Available (Revised)” version.

==Instructions for Online Initial Edit task==

===Allocating an Online Initial Edit task===

On your dashboard click the relevant option on the <strong>Workstream - Research</strong> menu:  


 [[File:Allocating_initial_edit_1.png|1000px]]


On the next page allocate to yourself an unassigned document from the relevant month:


 [[File:Allocating_initial_edit_2.png|1000px]]


NOTE: Once the task for the document is allocated, the editor must wait for the auto-processing stage to complete before starting the task (and when the <strong>Start Task</strong> button displays) – it will show as task <strong>Pending</strong> until then (keep refreshing the page until the task is available to select).   

Once available to start, click <strong>Select</strong> under the <strong>Status</strong> heading for the assigned document on your dashboard:


 [[File:Allocating_initial_edit_3.png|1000px]]


Click the <strong>Start Task</strong> button to continue:


[[File:Allocating_initial_edit_4aa.png|900px]]

===Open the document you are carrying out the Online Initial Edit task on===

Before you start the first stage of the online initial edit task, you need to look at the extent and commencement information as captured in the [[Preparation_Tasks/Identify_Effects|Identify Effects]] task (which will be recorded in the cover markings of the marked up pdf), and also, for primary legislation, locate the provisions which contain powers made under the document (as marked up with a P in a circle). 

====Primary legislation====

To access the marked up pdf, open a new browser tab, go into the Editorial System, search for your document and access the pdf from the Preparation Task menu (click on the pdf icon to open up the marked up pdf for that document):


[[File:Download_pdf.png|1000px]]



The pdf will open up in a new window:


[[File:Cover_markings.png|1000px]]

====Secondary legislation====

For straightforward documents, you can simply open the document on legislation.gov.uk and view it there. For more complex documents, you can view the marked up pdf as described [[Research_Tasks/Initial_Edit#Primary_legislation|above]].

===First stage: Provision Extent===

[[File:Initial_Edit_1.png|1000px]]

You will be presented with a form consisting of the table of contents (ToC) for the document you wish to enter extent values for (which can be expanded/contracted by clicking on +/- buttons next to the parent provisions).

The form will be pre-populated with a default extent based on what legislation type it is.  In the case of UK SIs and UK PGAs the default is EWSNI and may be wrong.

{|
!Legislation type
!Default extent
|-
|ukpga
|EWSNI
|-
|ukla
|EWSNI
|-
|asp
|S
|-
|anaw
|EW
|-
|mwa
|EW
|-
|ukcm
|E
|-
|nia
|NI
|-
|aip
|NI
|-
|apgb
|EWS
|-
|uksi
|EWSNI
|-
|wsi
|EW
|-
|ssi
|S
|-
|nisi
|NI
|-
|nisr
|NI
|-
|ukci
|E
|-
|ukmd
|EWSNI
|-
|ukmo
|EWSNI
|-
|uksro
|EWSNI
|-
|nisro
|NI
|-
|mnia
|NI
|-
|apni
|NI
|}

You should check the extent values in the ToC against the extent provisions of the document itself, its Explanatory Memorandum (if there is one) and/or original power-conferring provision/s in the enabling Act (where necessary) to satisfy yourself that the extent is correct.  See [[Editorial_Principles#Extent_and_Territorial_Application | Editorial Principles - Extent and Territorial Application]] for further details. 

The extent values for each provision are entered in the <strong>Edit Extent</strong> column using the dropdown menu.

Where a provision has a mixed extent (e.g. s. 1(1) extends to EW, s. 1(2) to S and s. 1(3) to NI) the whole provision should receive the widest extent of the combination (e.g. in this case, s. 1 = EWSNI).  This scenario would be worth a note to the reviewer.

If you change a parent provision, a message will appear asking if you want the value to be cascaded down into all its children or not:

 You are setting the extent at parent level. Press 'Ok' to take it down to all children or press 'Cancel' to keep the change to the parent level only

Where you have already changed a specific child provision value and then subsequently change its higher level parent’s value and agree to cascade the parent value into its children, all the children will be changed EXCEPT for that child value.  If you wish to change that value as well you will need to go into that child and change its value.

Where the extent provisions are complicated you should enter details of the authority (i.e. the specific instruction in the extent provision) for the extent value you’ve chosen in the <strong>Extent Provision(s)</strong> column.  This will help the reviewer later on and is not used for any other purpose.

You can also enter a <strong>Note</strong> against a provision where you think this will be helpful.

There are two tick boxes next to each child provision to allow you to show whether or not it confers a power to make subordinate legislation (<strong>Confers power</strong>) or contains a blanket amendment (<strong>Blanket amendments</strong>), and you should tick these for any provisions that confer such a power (in primary legislation) or contain a blanket amendment (in primary and secondary legislation).

The form should save your changes as you go along and tell you as it does so.

When you make any changes to the form, the <strong>Validate Extent</strong> button at the top left will change from a green tick to a red exclamation mark warning.

[[File:Initial_Edit_2.png|1000px]]

Before leaving the extent stage you should click the <strong>Validate Extent</strong> button so the form can check that the values are correct.

If the document has extent values which are not structurally correct - i.e. where the extent value of all relevant higher level headings/parents is narrower than the extent of any provision - they will be shown with a red border to prompt you to correct them before moving to the next stage.

e.g. in the scenario below:


[[File:Initial_Edit_3.png|1000px]]


The Extent of the Title, the Introductory Text and the Main body fragment should all be changed to EWS in the example above. Press the Validate Extent button and the red box errors should be corrected. NB the Signed section and Explanatory Notes fragments should also be set to EWS for this document, but this won't be highlighted by a red box.

If you’ve made a mistake and wish to redo all the extents, you can click the <strong>Reset</strong> button at the top left of the screen.

When you are satisfied with all the extent values and they have all validated successfully you can move on to the next stage by clicking the <strong>Next stage</strong> button at the top right.  Doing this will prompt a final save of the form. Note that it is possible to return to the extent stage of the task if necessary.

===Second stage: Commencement===


[[File:Initial_Edit_Commencements.png|1000px]]


The Commencement form comprises a ToC containing the commencement details for your document, which are used to construct the I-notes and set up the timeline.

The buttons above the ToC allow you to reset this stage, disable I-notes, change the provision type, undo the extent stage (which allows you to re-access the extent stage to make any further necessary edits without changing any of the values you have previously entered) and move onto the next stage. 

If you hover over the small question mark icon next to the <strong>Disable I-notes</strong> button, you will see the following text box which explains the rare situations, such as with [[Finance_Acts_and_financial_amendments#Mark_up_of_FAs_for_initial_edit|Finance Acts]], where you might need to use this facility:

[[File:Disable_I_notes.png|500 px]]


If you need to change the provision type, you can select the relevant provision type using the dropdown box and then press <strong>Apply Minor Type</strong>, which will change the provision type in the Commencement Provision column.


[[File:Apply_minor_type.png|400 px]]


Where the document has a simple <strong>Coming into force</strong> date (e.g. which is referenced in the coming into force field at the top of an SI), that date will used as the default start date for all provisions. The default commencement provision reference is also present and you should refine this accordingly (e.g. reg. 1(1) rather than just reg. 1).  

Otherwise <strong>prosp</strong> will be the default start date.

If it it has a complex commencement, for example:

1. which is referenced as “coming into force in accordance with [X provision]” in the coming into force field at the top of an SI) you would enter the start date(s) for each whole provision by entering the relevant date value(s) in the Commencement Date column in accordance with X provision. Similarly, you should refine the default commencement provision reference accordingly or 

2. which is referenced as "with effect" and the "with effect" aspect is tantamount to being in force on with effect date then this detail can be added to the in force note i.e. "with effect in accordance with [X provision]".  

3. where the commencement is dependent on the commencement of another provision (a conditional commencement), in initial edit, we will still use the made/RA date and add an explanatory I-note which suppresses the date to relevant provisions using the “coming into force in accordance with” option in the Qualification column for these conditionally commenced provisions, e.g.
“S. 3 comes into force in accordance with s. 6(4)”.

If the provision comes into force at Royal Assent (primary) or on the Made date (secondary) then you can use the tick box in that column to populate the date. This will change the reference in the I-note from a calendar date to “Royal Assent” or “Made date”, for example:


[[File:Royal_assent.png|900px]]
 

Check whether any amendments to the commencement provision have been made by identified effects - you can check this by looking in the timeline in the update task for unapplied effects. Open up a new window in your browser and look at the update task for the document you are working on. Use this amended commencement date and see instructions for entering any such amendments [[Research_Tasks/Initial_Edit#tna-amendedcommencement|below]].

As in the previous form, if you change a parent value you will be asked if you wish to cascade that value into the children.  Click OK to cascade or Cancel to change only the parent value.  Any child date that has already been entered separately will not be changed if you subsequently cascade a parent value.

When you enter a start date the form will automatically populate the <strong>Qualification</strong> column (which corresponds to the IF Date Qualification field in TOES) with the value <strong>wholly in force</strong>.  If this is incorrect and the provision is not wholly in force you should change it to the appropriate value (e.g. <strong>for specified purposes</strong>) using the dropdown menu.  If you choose the qualification <strong>Other</strong> or <strong>Other(no date)</strong> here you should also ensure you enter text in the <strong>Other Qualification</strong> column (e.g. <strong>comes into force on exit day</strong>).

If only a part (a certain sub-provision or sub-provisions) and not the whole provision is commenced then you can specify which sub-provision or sub-provisions in the <strong>Affected Sub-Provision(s)</strong> column.  These should be grouped together if they share the same date AND qualification, otherwise sub-provisions with different dates or different qualifications should be dealt with separately.

The sub-provision with the earliest start date should be entered first, then if you require to enter further details for further commencements within the provision you should click on the <strong>Further Detail</strong> icon.  You can then add as many rows as you need (by clicking the <strong>Add Row</strong> button) to enter all the commencement data for that provision in date order.  When you’ve finished adding data you can click <strong>Save</strong>.  If you make a mistake and add a row you don’t want, you can remove it by clicking the <strong>Remove</strong> button next to it:


[[File:Initial_Edit_Commencements_3.png|1000px]]


Where more than one row of commencement data is added to a provision the <strong>Further Detail</strong> icon is highlighted in purple.

The authority for the start date and qualification (i.e. the specific instruction in the commencement provision) should be cited in the <strong>Commencement Provision</strong> column.  This information is not only there to help the reviewer, but will also included in the eventual In Force notes (I-notes).

<div id="tna-amendedcommencement"></div>If the commencement date has been amended then this needs to be reflected in the I-note. Select “other” in the <strong>Qualification</strong> column and then in the <strong>Other Qualification</strong> column you add “(as amended by [amending document details])”, for example:


[[File:Initial_Edit_Commencements_2.png|1000px]]


The amending document details should include the short title and amending provision.

The amendment to the commencement date subsequently gets presented in this way in an I-note:


[[File:Commencement_as_amended_by.png|900px]] 


Notes can be added for the reviewer next to each provision by the editor if felt to be really necessary.

Before leaving the commencement stage you should click the <strong>Validate</strong> button so the form can check that the values are correct.

Where the start date value of a parent provision is <strong>later</strong> than the extent of any of its children that parent provision will be shown with a red border to prompt you to correct it before moving on. 

Note: if the start date on any of the relevant provisions are <strong>earlier</strong> than they need to be the document will still validate but will be incorrect, so look out for this. 

The <strong>Introductory Text</strong>, <strong>Signature</strong> and <strong>Explanatory Notes</strong> and/or <strong>Note as to earlier Orders</strong> (which are not technically parent provisions) should also share the earliest start date of any provision in the document.  <span style = “color:red;”>The validation is currently not working to check these elements.  This is with TSO to fix</span>.

When you are satisfied the commencement data is correct and validated, you should click <strong>Next stage</strong> to move on.
 
For advice about commencements, please see [[Editorial_Principles#Commencement | Editorial Principles - Commencement]].

===Third stage: Preview Initial Edit===

The preview stage allows you to generate the points in time for the revised document based on the data you have entered in the previous two stages.  You can preview what the revised document will look like when it is published on legislation.gov.uk and check that the extents, start dates and I-notes for all its provisions are correct.

Click the <strong>Generate PiTs</strong> button to generate the revised version of the document:  


 [[File:Preview_initial_edit.png|1000px]]


Thereafter the button becomes <strong>Regenerate PiTs</strong> if you need to use it again.  NB There is a slight issue with this button in that if the document is reset by deleting the tasks the rdf is not completely cleared and the button says <strong>Regenerate</strong> instead of <strong>Generate</strong>.


 [[File:Initial_Edit_6.png|1000px]]


<div id="tna-websitepreview"></div>Use the <strong>Website preview</strong> button to see how the document will look on the website. In particular, check that the correct start date appears as the first PiT on the timeline at top level i.e. the actual commencement date derived from the commencement provision and <strong>not</strong> the made date, or any of the various basedates (i.e. 1.2.1991, 1.1.1948 or 1.1.2016) (that may occasionally be incorrectly inserted by the system):


 [[File:Preview_Initial_Edit_A1.png|900px]]



Make sure that the start date on the timeline corresponds with the commencement date in the commencement provision:


 [[File:Preview_Initial_Edit_A2.png|900px]]


You can also select <strong>Show Geographical Extent</strong> button in the preview to check the provision extents:

 [[File:Preview_initial_edit_2.png|1000px]]


Use the <strong>Website skeleton preview</strong> button to see a skeleton view of the document (minus content), showing start dates, extents, confers power and blanket amendments attributes and I-notes.


 [[File:Preview_initial_edit_3.png|1000px]]


Each whole provision should receive its widest extent and each parent the widest extent of any of its children.

Each whole provision should receive its earliest start date and each parent the earliest start date of any of its children.

You should check that the I-notes are present against all relevant provisions and they have the correct date, qualification and commencement provision.


Each prosp provision should show its status as prospective and show an I-note explaining it is not in force at Royal Assent/Made date. In preview:

 [[File:I-notes_prosp.png|900px]]


Where any provision has a start date <strong>more than 28 days</strong> after the Royal Assent or Made date of the document, it will show as prospective but with an I-note explaining it has a fixed future date (FFD).  Instead of receiving a start date (which may interfere with updating interim amendments), it will be given a coming into force effect in TOES which will be added to its update timeline to be applied as part of update.

Where this happens you will see a message like this:

 The Made Date is set at 08/01/2019. Any Pits after 07/02/2019 will not be generated and be recorded as future effects. Please use the Effects Preview to review these.

Use the <strong>Effects preview</strong> button to see such +28 day FFD effects, which will be marked as unapplied, along with the coming into force effects for prospective provisions (marked as applied) and the applied effects for provisions coming into force on either RA/Made date or dates within one month of RA/Made date.

After checking the previews to make sure everything is correct, the editor clicks <strong>Complete</strong> to finish the task and make it available to the reviewer. 

If you are unhappy with any aspect of what you have done so far, you can click <strong>Undo Extent</strong> or <strong>Undo Commencement</strong> to return to the relevant part of the task and correct your data. Or you could consider alerting the Reviewer to a post-publication correction task e.g. where I-notes are showing for each item of a list in a Schedule.

===Reviewer stages===
The reviewer task has an two extra stages after the preview and publishing stage: an option to correct effects in a spreadsheet download in stage four and and option to <strong>Upload Scanned PDF</strong> in stage five where the reviewer can upload a corrected marked up pdf if necessary or otherwise tick the box to skip this stage and complete the review task.

If I-notes have been disabled, the reviewer will also need to do a TOES correction to remove the coming into force effects added during the initial edit task, otherwise they will come through unnecessarily into the update task.


<!--<mark>Note: An Editorial Admin account user can completely reset the online initial edit when accessing the Reviewer task. Using the Help and Support option > and selecting Delete the task</mark>
[Move? Admin user can reset online initial edit tasks using <strong>More</strong> menu and selecting <strong>Delete online initial edit tasks</strong>.]

 
[[File:Preview_initial_edit_4.png|1000px]]

<mark>Potential problems you may encounter:</mark>

<mark>If you spot an “implied base date / inherited” at Sch. level on the skeleton preview, please do not complete the task and raise it with the reviewer for action to correct it via TSO.  See sample:</mark>


[[File:Preview_initial_edit_5.jpg|1000px]]

<mark>I notes not displaying at all provisions. This has occurred for Schedules which have been structured in away where provisions within the schedule aren’t readily identifiable. E.g. where the Schedule is only comprised of a heading and an image-form.</mark>
<mark>E.g. for S.I. 2020/1199 there is no I note displaying for Schedule 1 in the preview:</mark>

[[File:Preview_initial_edit_6.png|1000px]]

[[File:Preview_initial_edit_7.png|1000px]]

<mark>This can be resolved by a post-publication legislation correction where the reviewer can manually insert an I note in the relevant tagging area for the document.</mark>
-->

==Issues with Initial Edit==

===Please check to see if secondary effects research has been started on your document but not yet published===

When you do online initial edit, please check whether or not a secondary effects research task has been started on your document.

If no secondary effects research task has been started, or if secondary effects research has been reviewed and published already, there is no issue and you may continue with initial edit.

However, if secondary effects research has been started but not reviewed yet, please arrange for the secondary effects research task to be reviewed and published before continuing with your task.

The reason for this is that the coming into force effects which are uploaded to TOES during initial edit will be overwritten if initial edit is completed in the interval after secondary effects research has been started but before the initial edit is reviewed and published.

===Invalid cast message===

If you see this message when you are trying to generate the PiT, there is an error in the way the dates have been entered and the task will need to be deleted (by an Editorial Admin account user) and redone.

===Missing xml===

If you find your initial edit task get stuck, it may be an idea to check if the document has xml on legislation.gov.uk when you allocate the initial edit task and, if not, ask a reviewer to do a TOES correction to mark the effects with Ns.

==Related Content==

[[Corrections#Correcting_incorrect_IFDates_in_start_dates_and.2For_I-notes_in_a_legislation_correct_task_-_remember_to_correct_the_TOES_dates_for_any_coming_into_force_effects_too|Corrections - Correcting IFDates in TOES - remember to correct the dates of any coming into force effects too]]