1. Streamlining IIASA reporting: Scientific Update and Annual Report
Iain Stewart and Philippa Baumgartner
External Relations, Communications, and Library Department
89th IIASA Council
7-8 November 2016

2. CONTENTS IIASA Annual Report IIASA Scientific Update
Feedback on Annual Report
Why merge the Annual Report and Scientific Update?
A new Annual Report

3. IIASA Annual Report Research highlights
A requirement of IIASA Charter to provide Council with an annual report.
It updates Council on these contents.
It has multiple readers in addition to Council – other funders, collaborators, competitors, visitors, diplomats, policymakers etc
Last year, we produced only a web-based electronic version, in future years we will always produce a final PDF in addition to the online version. At the same Council meeting last year, NMOs were asked to propose additional material for the annual report.
Research highlights
Info on NMOs and council members
IIASA international scope
Financials – overview, donations, list of contracts and grants
Capacity building activities
Info on programs, staff members, and publications 3

4. IIASA Progress Report / Scientific Update
Yearly update of IIASA activities
Previously 200 page pdf / Interactive version from 2013 (250 web pages)
Research highlights in more depth, searchable by research area, research program and region
Lists of staff, publications, awards, lectures, editorships.
This document started in 2006, when IIASA moved from yearly cycle of research plans to a five yearly cycle of research plans. In other words instead of Council approving a research plan every year, this was changed to approving one every year provided IIASA gave Council an in-depth update on IIASA’s research every year – this was the progress report, which in 2013 became the Scientific Update. 4

5. Feedback on IIASA Annual Report
Council requested a static document (PDF) that can be approved
Feedback from NMOs: Include information to help their governance and assurance processes
Health and safety policies
Equality and diversity
Open Access policy
Scientific Conduct policy
New research framework as part of research plan
Target audience for reports – Readership survey
We have to change the way SU and AR are set out to match the new framework.
Council requested a review of the content provided in the Annual report
Should the report be purely for council, better that it can be used to highlight IIASA’s achievements to a wider audience
The current processes involve a LOT of resources and time from programs, program directors, and communications staff.
The quantity of information provided means – NOT BEING READ

6. Why merge the Annual Report and Scientific Update?
Overlap of information between reports: scientific achievements, capacity building activities, publications and staff information
Repetition of information provided to Council via Council papers: Staff lists, externally funded projects
Information provided via other means: Info Sheets, IIASA website (e.g. YSSP and Postdoc sections)
One summarized report is more user friendly
There is currently an overlap of information presented in both the Annual Report and Scientific Update, in varying levels of details. For example, both reports present scientific achievements, capacity building activities, publications and staff information. More scientific achievements in greater depth are presented in the Scientific Update. Therefore, it is proposed that the new merged annual report would go into more depth on a selected number of achievements, to give the reader more substance to the science.
Other information that is contained within the Scientific Update is also provided to Council in various Council papers, and management updates from IIASA, for example lists of all staff with nationality and full/part time details, or lists of externally funded projects. This information would still be presented to Council and if Council wish, could be combined in future to form an internal management report.
Some of the information in the Scientific Update is already presented in different formats on the IIASA website. For example, the Info sheets for each member country details recent collaborations, and capacity building activities relevant to that country, which replaces the need for the individual country pages within the Scientific Update. The new annual report would contain a function to display achievements by region, but would also link to the current Info sheets. Likewise in the capacity building section, the new annual report would link to information about Postdocs and YSSPs on the IIASA website instead of additional individual pages on each young scientist.
Finally, one summarized report of activities (with the potential to follow links to the IIASA website) improves the ease at which readers can find information compared with having two reports.

7. Proposed New Annual Report
Presented as online publication/website, with a pdf that will be approved at Council
Publication to provide update on IIASA progress, highlight major achievements, and link to further information so users can find as much or as little as they are looking for
Include extra content requested by the NMOs on IIASA policies and procedures such as:
code of conduct, diversity and equality, health and safety policy, open access policy, scientific publications policy, scientific conduct, environmental policy
People: organizational structure, committees, NMOs / council members, researchers.
What else do they want to see included? Feedback was received from some NMOs but not all. 7

8. Proposed Annual Reporting
IN THIS REPORT
LEADERSHIP IN APPLIED SYSTEMS ANALYSIS
BUILDING A SUSTAINABLE FUTURE
SCIENCE INTO POLICY
CAPACITY DEVELOPMENT
GLOBAL, REGIONAL, NATIONAL
IIASA THE INSTITUTE
IIASA research activities
Highlights of achievements: split into research areas
Global, regional, national: achievements searchable by continents to demonstrate international scope
IIASA programs: links to their achievements, staff, publications, etc,
Capacity Development activities
IIASA the institute
Financials: summary profit and loss, contracts and grants, donations,
Key policies: code of conduct, diversity and equality, health and safety policy, open access policy, scientific publications policy?, scientific conduct?, environmental policy?
Publications
People: organizational structure, committees, NMOs / council members, researchers.
Downloadable PDF
NETWORK AND COLLABORATORS 8
IIASA PEOPLE
FINANCES
IIASA BY PROGRAM
PUBLICATIONS
DOWNLOAD PDF

9. IIASA THE INSTITUTE PEOPLE PUBLICATIONS FINANCIALS KEY POLICIES 9
CODE OF CONDUCT
DIVERSITY AND EQUALITY
HEALTH AND SAFETY POLICY
SCIENTIFIC PUBLICATIONS POLICY
SCIENTIFIC CONDUCT
OPEN ACCESS POLICY
ENVIRONMENTAL POLICY
SUMMARY PROFIT AND LOSS
SUMMARY BALANCE SHEET
DONATIONS
CONTRACTS AND GRANTS
ORGANIZATIONAL STRUCTURE
RESEARCHERS
NMOs
COUNCIL MEMBERS
PEOPLE
PUBLICATIONS
FINANCIALS
IIASA research activities
Highlights of achievements: split into research areas
Global, regional, national: achievements searchable by continents to demonstrate international scope
IIASA programs: links to their achievements, staff, publications, etc,
Capacity Development activities
IIASA the institute
Financials: summary profit and loss, contracts and grants, donations,
Key policies: code of conduct, diversity and equality, health and safety policy, open access policy, scientific publications policy?, scientific conduct?, environmental policy?
Publications
People: organizational structure, committees, NMOs / council members, researchers.
Downloadable PDF
KEY POLICIES 9

10. New Annual Report
Example to show that we can go into more depth on the individual items 10

11. New Annual Report
Example to show what printed version will be like 11

12. RECOMMENDATION
Continue to produce the Annual report each year as both an electronic publication, and a downloadable/printable pdf
Include additional governance / IIASA institutional information and other feedback from NMOs at this Council meeting
Provide more in-depth coverage of selected scientific highlights and achievements
Discontinue the yearly Scientific Update
Separate IIASA management report to council on key indicators 12