Ontario Shared Services Forms, Print & Distribution Services Presentation to Queen’s Printer Conference June, 2014

Agenda Forms, Print & Distribution Services Branch Publications Ontario Overview & Mandate Overview of Ontario Gazette Overview of our Print Services In-House Print Services Print Ordering & Logistics System (PAL) Technology Challenges Ahead Replacement of Publications Order Management System Other Changes Impacting Queen’s Printer and PO Open Government Shift to Digital Conclusion Questions? 21/08/2019

Forms, Print & Distribution Services Branch Offers a variety of enterprise-wide business services including: Printing Mass mailing Forms & e-forms Surplus assets management & e-waste Distribution of forms and other products for ministries Includes Publications Ontario, the Queen’s Printer 21/08/2019

Publications Ontario (PO) – Overview and Mandate Queen’s Printer for Ontario (authority vested in DM of Government Services) Publisher of Ontario Gazette, both online and hard copy Administers Crown copyright on behalf of Ontario Government Support for e-Laws and printing of statutes Mandatory warehousing and distribution of public-facing publications Ordering through 3 channels: web, phone and limited in-person, through ServiceOntario Warehousing and distribution contracted to private sector 21/08/2019

Overview cont. PO transferred from ServiceOntario to Ontario Shared Services (OSS) in April 2013 We still work through ServiceOntario for sales of publications, as they are the “retail arm” of government Now that we are part of OSS-Forms, Print & Distribution Services Branch, there is an opportunity to capitalize on synergies between our areas 21/08/2019

Overview of Ontario Gazette Exists in both print (official version) and on web since 2000 Coordination of content done in-house Composition, printing and web edition are sent to an external vendor 21/08/2019

Overview of our Print Services Largest print operation in Canada to receive FSC certification Provides a full range of services including consultation, design, printing, bindery/finishing services Operates 7 quick copy locations in Toronto with high speed black & white and colour copiers. Contract manages forms printing as well as some commercial print services Commercial print services to be made mandatory for ministries Going to market in near future for vendors of record for commercial print 21/08/2019

In-house Print Operations State of the art print and mass mailing equipment Multiple high speed black & white and colour production printers Recently procured 10 new black & white and 7 new colour, including 2 Xerox Nuvera 288’s, augmenting existing owned production equipment In-line and off-line finishing equipment Workload balance between print centres 21/08/2019

Print ordering & logistics system (PAL) Deployed in the Print Shop, Mass Mailing area and the Distribution Centre. Uses Avanti software Provides an end-to-end solution for OPS clients: Workflow allowing for direct ordering to a centralized order department or intake person On-line submission of artwork Email confirmation on submission of order Print on demand, online ordering and secure custom catalogue Comprehensive reporting available for inventory forecasting Client order history and job status, including order tracking Notification when job is completed including job cost summary Repeat previous orders 21/08/2019

Technology challenges ahead Integration of our new printing equipment with PAL Planned within next six months Upgrade of the Avanti platform Vendor requires client to migrate in next 2-5 years to new cloud-based platform Replacement of our legacy Publications ordering system Need to address changing expectations for digital content 21/08/2019

Replacement of Publications Order Management System Need to replace both our legacy back-end system and our e-commerce system Likely to be a two-year project (or longer), with costs unknown at this time Have done market research and identified number of companies who provide e-commerce/order management systems Starting on business case with our IT department to look at options(e.g., build or buy) and costs New system needs to support modern e-commerce and the trend in publishing and retail, including support for digital content and online subscriptions 21/08/2019

Other changes impacting Queen’s Printer and PO Ontario Gazette website recently moved to Ontario.ca, a new centralized website where all government content will be housed. Because of the change, had to make all editions of the Gazette going back to Jan. 1, 2012 accessible. Over 6,000 pages were converted from regular PDF to accessible PDF. E-Laws site also slated to move to Ontario.ca but technical challenges have delayed the move. With ministry web sites migrating to Ontario.ca, has implications for publications. Looking into impacts, how content will be structured and accessed. 21/08/2019

Open Government: To charge or not to charge Debate going on inside government whether citizens should be charged for information provided on web Has implications for Publications Ontario’s revenue stream, although about 85% of our publications are free This issue will only become more pressing as trend to digital continues The challenge will be funding infrastructure to support distribution of publications, in an environment of fiscal constraints and shrinking revenue. 21/08/2019

Shift to digital PO has experienced steady decline in sales of print publications averaging about 10% a year Still strong demand in some areas (e.g., Building Code, health & safety training) More and more end users want digital content usable on mobile devices Need to address demand for new formats According to some experts, PDF format will be replaced by e-pub format 21/08/2019

Conclusion Shift from print to digital and move to open government is changing citizens’ and business’ expectations of government service delivery. Technology is also changing rapidly, including how IT applications and services are managed and delivered and how digital content is rendered. At same time, fiscal constraints will put pressure on service providers to find more cost-effective ways of delivering services. Government organizations need to be responsive to these trends and challenges and find ways to modernize and adapt. 21/08/2019

Questions? 21/08/2019