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Publishing Institute of Africa
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48 active1. Enquiry Received
2. Proposal Review
3. Estimate Sent
4. Agreement Signed
5. Manuscript Editing
6. Design & Layout
7. Published
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π All manuscripts and publishing projects are listed here. Use the Stage filter or Publishing Tracker to advance each through the pipeline.
| Book / Title | Author | Stage | Progress | ISBN | Submitted | Actions |
|---|
Editorial Assignment Sheet β complete all open fields. The checklist lets you mark each task as Required, Not Required, or Done.
AAssignment Details
BEditor Details
CScope of Work β Editorial Checklist
Set each task to Required, Not Required, or mark Done on completion.
| Editorial Task | Status |
|---|
DEditor's Role β What is Expected
1. Guardian of the Author's Voice
An editor's primary duty is to improve a manuscript without overwriting the author's voice. Every editorial intervention must serve the author's intent and the reader's experience β the aim is to refine and strengthen, not to rewrite.
2. Structural and Developmental Thinking
A good editor reads the whole manuscript before marking a single word. Structural editing requires a bird's-eye view: assessing whether the argument holds together, chapters are logically ordered, the opening compels, and the conclusion satisfies.
3. Precision in Language and Style
At the copy editing stage, the editor must apply PIA's house style meticulously β consistent spelling conventions (British English), punctuation, hyphenation, and formatting. The style guide takes precedence. Queries must be raised with the Publishing Director promptly.
4. Integrity and Fact Responsibility
Where fact-checking is within scope, the editor is accountable for flagging unverified claims, unsourced statistics, and potentially defamatory content. Every unresolved query must be accompanied by a written note in the manuscript comments.
5. Professional Communication with the Author
The editor must maintain courteous, constructive communication with the author at all times. Disagreements must be escalated to the Publishing Director β not resolved unilaterally. All author queries must be logged as margin comments within the manuscript file.
6. Confidentiality
All manuscript content, author information, and project details are strictly confidential. The editor must not share, reproduce, or discuss the manuscript with any third party without prior written consent from PIA.
7. Timeliness and Communication of Delays
Editorial deadlines are binding. If an extension is required, the editor must notify the Publishing Director at least five (5) working days before the deadline. Repeated missed deadlines will affect future assignment eligibility.
8. Deliverables Standard
All edited manuscripts must be returned as MS Word files (.docx) with track changes and comments active. A completed Editor's Work Report must accompany every submission, summarising changes made, unresolved queries, and recommendations for the next stage.
EFees & Payment
FSpecial Instructions from the Publishing Director
β Editor Signature
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β Publishing Director (PIA)
Draw signature below:
| Name | Phone | Specialisation | Assignments | Status | Actions | |
|---|---|---|---|---|---|---|
Janet Muhoro | janet@email.com | +254 722 111 222 | Copy Edit Proofread | 12 | β Active | |
Peter Kariuki | peter@email.com | +254 733 222 333 | Developmental Line Edit | 8 | β Active | |
Grace Wanjiku | grace@email.com | +254 711 333 444 | Structural Copy Edit | 5 | β On Assignment |
| Ref | Title | Author | Editor | Type | Assigned | Status |
|---|---|---|---|---|---|---|
| No assignment history yet. | ||||||
AClient Information
BDelivery Details
CItems Delivered
| Book Title | Package / Format | Qty / Pkg | No. of Pkgs | Total Units | Action |
|---|
Grand Total Units: 0
DRecipient Acknowledgement
Recipient Signature
Sign above on delivery
PIA Staff Signature
Sign above on delivery
1 Client Information
2 Scope of Work
3 Publishing Services
β¦ Estimate Reference
4 Summary
Sub-total
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VAT / Tax
%
β
Discount
%
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TOTAL AMOUNT DUE
β
5 Actions
1Client Information
2Book Specifications
3Quantities & Pricing
| # | Quantity | Cost / Unit (KES) β enter manually | Final / Unit (margin + VAT@16%) |
|---|---|---|---|
| 1 | |||
| 2 | |||
| 3 |
| Quot. No. | Year | Title | Specs | Qty | CP (KES) | Final (KES) | Margin |
|---|
Publishing Services Agreement β complete the open fields below. Fixed clauses are pre-filled from the standard PIA agreement.
1Author (Client) Details
2Project Details
3Appendix A β Service Costs Breakdown
| # | Item | Description | Qty | Unit Cost (KES) | Total (KES) |
|---|
Total project estimate: KES 0
* All costs are exclusive of applicable taxes unless otherwise stated.
4Payment Schedule
| Milestone | Amount Due (KES) |
|---|
Total scheduled: KES 0
5Project Timeline
| Phase / Deliverable | Start Date | End Date | Duration |
|---|
6Notes & Special Arrangements
βAuthor Signature
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βPublisher Signature (PIA)
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| Ref No. | Author | Title | Date | Status | Royalty | Actions | |
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| No agreement history yet. Generated agreements will appear here. | |||||||
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|---|---|---|---|---|
| No activity recorded yet. Actions across the platform will appear here. | ||||
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ISBN Allocation List
| # | ISBN | Title | Author | Year | Status |
|---|
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π Publishing Pipeline (Tracker)
ποΈ Session Activity Summary
| Module | Generated This Session | Last Activity | Status |
|---|---|---|---|
| π Agreements | β | β | β Active |
| βοΈ Editorial Assignments | β | β | β Active |
| π Delivery Notes | β | β | β Active |
| π° Estimates | β | β | β Active |
| π¨οΈ Print Quotes | β | β | β Active |
| π Enquiries | β | β | β Active |
* Session totals reset when the page is refreshed. Historical print quote data reflects all records in the database.
β οΈ These users have registered and await your approval before accessing the platform.
No pending approvals.
| Name | Role | Access | Status | Last Login | Actions | |
|---|---|---|---|---|---|---|
Kirimi Barine | barine@publishing-institute.org | Super Admin | Full Access | β Active | Today | |
Janet Muhoro | janet@pia.africa | Admin | Editorial Only | β Active | Apr 29, 2026 | |
Peter Kariuki | peter@pia.africa | Admin | Finance & Reports | β Inactive | Apr 20, 2026 |
βΉοΈ Editors log in with the Editor tab and see only projects where their name appears in the project notes or assignment sheet.
| Name | Specialisation | Assigned Projects | Status | Actions | |
|---|---|---|---|---|---|
Janet Muhoro | janet@pia.africa | Copy Editing, Developmental | β Active | ||
Peter Kariuki | peter@pia.africa | Proofreading, Line Editing | β Active |
βΉοΈ Designers log in with the Designer tab and see only projects assigned to them plus the Designer Assignment Brief tool.
| Name | Specialisation | Assigned Projects | Status | Actions | |
|---|---|---|---|---|---|
| No designers registered yet. Click + Add Designer to register one. | |||||
βΉοΈ As Super Admin you can define granular module access for each role.
Admin Access β Janet Muhoro
Modules available to Admin role:
DashboardRead-only overview
ProjectsView & update
EnquiriesView & respond
EditorialFull access
EstimatesNo access
Print QuotesNo access
AgreementsNo access
ISBN RegistryNo access
ReportsNo access
Role Access Summary
| Role | Access Scope | Login Tab |
|---|---|---|
| Super Admin | Full platform access including Users & Access | Admin |
| Admin | All modules except Users & Access (configurable) | Admin |
| Author | My Project view + Project Status Report only | Author |
| Editor | Only projects assigned to them by name | Editor |
| Designer | Only assigned projects + Designer Brief tool | Designer |
Welcome, Staff Member. Below are the projects currently assigned to you.
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Designer Assignment Brief
Publishing Institute of Africa
DESIGNER ASSIGNMENT BRIEF
Cover Design • Text & Interior • Marketing Collaterals
1. PROJECT IDENTITY
Job Number
ISBN
Brief Date
Series Name (if any)
Author Name(s)
Editor / Project Manager
Deadline
Assigned Designer
Designer Email / Contact
Genre / Category
Target Audience
2. PROJECT OVERVIEW
Book Synopsis (100 words)
Key Message / Hook
Comparable Titles (for visual reference)
3. SCOPE OF WORK
COVER DESIGN
TEXT & INTERIOR
MARKETING COLLATERALS
Cover Deadline
Interior Deadline
Collaterals Deadline
4. COVER DESIGN SPECIFICATIONS
4a Format & Production
Trim Size
Spine Width
Bleed
Binding Type
Barcode on Back?
4b Creative Direction
Mood / Tone Keywords
Colour Palette (Hex codes or Pantone)
Typography Direction
Imagery Guidance
Image Description / Notes
Who Sources Imagery?
4c Assets Provided for Cover
Additional Notes
5. TEXT & INTERIOR DESIGN SPECIFICATIONS
5a Manuscript Details
Word Count
Page Count (est.)
Chapter Count
Part Divisions?
Index Required?
Front Matter
Back Matter
5b Special Elements
5c Layout & Typography
Trim Size
Margins (T / B / Inner / Outer)
Columns
Baseline Grid
Body Typeface
Body Size / Leading
Heading Typeface
Chapter Opener Style
6. MARKETING COLLATERALS SPECIFICATIONS
6a Campaign Context
Launch Date
Key Sales Channels
Single Key Message
6b Collateral Specifications
| Collateral Item | Dimensions / Format | Notes / Copy Points |
|---|---|---|
| Flyer / Sell Sheet | A4 print-ready PDF | |
| A5 Flyer | A5 print-ready PDF | |
| Instagram Square | 1080 Γ 1080 px JPG/PNG | |
| Instagram Story | 1080 Γ 1920 px JPG/PNG | |
| Facebook Cover | 820 Γ 312 px JPG/PNG | |
| LinkedIn Banner | 1584 Γ 396 px JPG/PNG | |
| Email Newsletter Header | 600 Γ 200 px JPG/PNG | |
| Pull-up / Event Banner | 800 Γ 2000 mm PDF | |
| AI Sheet (Trade) | A4 PDF | |
| Bookmark | 55 Γ 170 mm PDF | |
| Website Hero Image | 1920 Γ 600 px JPG | |
6c Copy Elements for All Collaterals
Back Cover Blurb
Author Credentials Line
Endorsement Quote(s)
Price & ISBN
Distributor / Stockist Details
Website
Social Media Handles
Tagline (if any)
QR Code Required?
7. REVIEW, APPROVAL & FILE SUBMISSION
Number of Revision Rounds Included
Approval Authority (Name / Title)
File Naming Convention
Submission Method
File Formats Required
8. FEES & PAYMENT SCHEDULE
| Deliverable | Agreed Fee (KES) | Milestone | Payment Due Date |
|---|---|---|---|
| Cover Design | |||
| Text & Interior Design | |||
| Marketing Collaterals | |||
| Revisions Allowance | |||
| TOTAL |
9. AUTHORISATION & SIGN-OFF
For the Publishing Institute of Africa
Authorised by (Name)
Designation
Signature
Authorised signatory
Date
For the Designer
Designer Name
Company / Studio
Signature
Designer signature
Date
Project Management
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