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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
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CONTENTS IIASA Annual Report IIASA Scientific Update
Feedback on Annual Report Why merge the Annual Report and Scientific Update? A new Annual Report
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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
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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
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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
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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.
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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
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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
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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
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New Annual Report Example to show that we can go into more depth on the individual items 10
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New Annual Report Example to show what printed version will be like 11
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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
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