1. Enterprise Business Services Division
Document and Solutions Logistics Branch
Update on Publications Ontario, Document Solutions and Logistics Branch to the Queen’s Printers Conference 2017
June, 2017

2. Publications Ontario Role
Publications Ontario (PO) role is to act as the central manager and distributor of Ontario government publications
Publications Ontario has historically assumed the responsibility for the day-to-day Crown copyright administration (i.e. licensing, advice to ministries) on behalf of the Queen’s Printer
Authority of the Queen’s Printer comes from the Ministry of Government Services Act, which:
Assigns the Queen’s Printer responsibility for securing legal copyright on all legislative and other material produced by the Government in any form
Ministries create and have physical custody of the material but the Queen’s Printer holds the copyright
Currently, the Queen's Printer for Ontario is the Ministry of Government and Consumer Services Deputy Minister
PO is part of the Documents Solutions and Logistics Branch, part of Ontario Shared Services, formerly known as the Forms, Print & Distribution Services Branch
07/11/2018

3. DSLB Modernization in the Digital Age
The Forms, Print and Distribution Services Branch (FPDSB) changed its name to Document Solutions and Logistics Branch (DSLB) on April 1, 2017
Our branch services are naturally evolving as the industry continues to shift from print to digital. Our new name, more effectively reflects our evolving services, the broad variety of business services and it will allow for future service/product expansion
Paper-based Products and Services
Digital Products and Services
Mass mailing
e-Mass mailing and subscriptions
Printing (quick copy and commercial)
Digital conversion/OCR
Graphic design
Web document design
Forms design
e-Forms development
Forms distribution
Central Forms Repository
Publications warehousing and distribution (inventory management, print on demand)
Publications online ordering
Advisory Services
Copyright
Forms operating policy (to ensure compliance with government standards etc.)
Publications directive
Contract management
Visual identity as it relates to forms
FSC Certification Standards
Other Services
Electronic waste and surplus asset management
07/11/2018

4. DSLB Business Services Updates: Business Modernization & Digital Transformation
07/11/2018

5. Digital Conversion Services
The Digital Conversion Service was developed in order to adapt to increased client service needs resulting from business/industry shift from print to digital products
Digital Conversion is the transfer of paper documents, through scanning, into electronic format/digital format (jpg, pdf and XML are most common formats)
Advanced features include:
Tagging – use of metadata/key words that define documents for future searches
Optical Character Recognition (OCR) – convert images, making files searchable
Indexing/Naming Convention - enable retrieval of documents by key words and phrases
Compatible with enterprise wide repository systems (e.g. Shared Drives, SharePoint) content management system
07/11/2018

6. Digital Conversion Success Stories
MOHLTC
Emergency Health Services
MNRF
Ontario Parks
MOECC
Operations Division
Business Challenge:
22,000+ paramedic certification files required a large amount of space and file retrieval was time consuming for users
Service Outcome:
300,000+ documents were prepared and scanned
ORC Coding enabled key word search
Naming convention structure established
Scanned files integrated into SharePoint
325 square feet repurposed
Business Challenge
Rondeau Provincial Park wanted to preserve and set up improved access to their cottage lease files as they dated back several decades
Service Outcome:
Digitally converted 320 cottage lease files which were comprised of:
- 42.6K individual files
- 80K pages
Files are more searchable and they can be more efficiently accessed
Business Challenge
MOECC was looking for a way to improve ease of access and file sharing between their regional offices
Service Outcome
Digitally converted 15 banker’s boxes of pesticide licence applications
Scanned and OCR 25,975 pages and indexed 486 files
Improved file access/sharing reduced client efforts/costs
07/11/2018

7. Forms Management Services (FMS)
Forms Management Services (FMS) is the OPS primary service provider for paper and e-forms development, deployment and management of public facing and internal data capture tools, enabling ministries to modernize their processes through digital transformation
FMS is recognized as the Centre of Excellence for forms development and is frequently consulted by Domestic and International government bodies
In accordance with the Operating Policy on Forms Management, Ministries are required to submit their public facing and common internal forms for compliance review
FMS manages the hosting of all public and internal facing e-forms through the Central Forms Repository (CFR) which provides the online distribution of electronic forms, and the online catalogue of Ontario Government Forms
2,366 public facing forms
7,995 internal forms
7M annual downloads with cost avoidance of $105 M US*
Over 80M forms downloaded since CFR launch
In the past four years, FMS has focused on the development of new products and services, leveraging eForm server functionalities to accommodate the growing demand for digital modernization of government services
(Quebec, Portico, US Defence, India, GCGSB, Jamaica – expand on name)
Other considerations: based on current OSS Forms Operating Policy, ministries are required to submit public and internal forms for a compliance review by FMS prior to posting on CFR
Forms Management Services (FMS), Ontario Shared Services (OSS), is the Centre of Excellence for forms in the Ontario Public Service (OPS) and contributes directly to the minister’s Mandate of supporting government services and improving service delivery and partnerships.
FMS is the lead in delivering a spectrum of cost-effective eForms services through the availability of online eForms submission, PDF HTML5 rendition of eForms and business process improvement
*Cost avoidance derived per Bill Gates – Business at the Speed of Thought, Succeeding in the Digital Age, 1999., similar formulae used by the Gartner Group.  An upwards of $15/form equalling to $105M in cost avoidance).

8. eForms Success Stories
MOHLTC
AEMCA
MGCS
Certificate of Insurance
Ministry of Finance
Tax Automation
Advanced Emergency Medical Care Assistant (AEMCA)
Streamlining the intake process for the Provincial Examination Certification
Certificate of Insurance
Self-serve certificate of liability form with workflow capability
Notice of Objections
Automation of the tax assessment objection process
07/11/2018

9. Commercial Print Services Background
DSLB has had significant growth over the past five years
An enterprise wide Vendor of Record (VOR) arrangement, with a second stage procurement process, for Commercial Printing Services, managed exclusively through OSS was launched on April 1, 2015
The intent of the Commercial Print VOR is to:
Leverage volume buying through the management of the Commercial Print VOR
Drive efficiencies by reducing administrative costs
Standardize and streamline processes
The VOR tender was advertised to the Canadian Printer, Graphic Monthly and Print Action
07/11/2018

10. Commercial Print Success Stories
Ministry of Education
School Books and Texts
Ministry of Transportation
H.O.T. Pilot Program
Ministry of Agriculture, Food and Rural Affairs
Foodland Ontario
Products Produced
Created two types of vehicle permit stickers (for vehicle display) and a corresponding mail form
Services Provided
Print Production:
Printed a mail form combined with two colour stickers which required special print specifications to ensure that they could fit into MTO’s Kingston production processes and provided easy peel/stick functionality
Distribution:
Distributed products to the Ministry of Transportation (Kingston location)
Products Produced (examples):
Recipe Cards
Grocery Bags
P.O.P. Base Wraps
Brochures
Calendars
Meat Dividers
Nutritional Guides
Cartons
Services Provided:
Print Production:
Printed a variety of non-standard marketing materials that required detailed customization
Distribution:
Kitted/shipped products to various Foodland Reps
Provided “white glove” service (customized delivery)
Product Produced:
Elementary School Math Guides: printed 3 formats: saddle stitch books, perfect bound books and collated information sheets (shrink wrapped)
Services Provided:
Print Production:
Printed 190k English and French, full colour booklets/black and white versions for the Student Achievement Division, Research, Evaluation & Capacity Building Branch
Distribution:
The booklets/collated sheets were distributed to St. Joseph’s and Swiss Print
07/11/2018

11. Publications: new e-commerce system
Publications Ontario (PO) received approval to conduct a competitive procurement for a new e-commerce and order management system in 2016.
A contract was awarded to Avetti Commerce in January 2017 for a Software as a Service (SaaS) cloud-based solution.
The new system will replace legacy applications and aligns with the Province’s Digital by Default and Green strategies, as well as meeting accessibility requirements.
Target date to implement the new solution is Q4 2017/18.
07/11/2018

12. Current State e-commerce Website
Public facing ServiceOntario-branded, accessibility compliant, e-commerce site
No longer meets ministries’ evolving needs or public expectations of modern government services, e.g. digital fulfillment, automatic password reset, ease of search function.
07/11/2018

13. Future State e-commerce Website
Public facing, fully accessibility compliant e-commerce system offering a modernized user experience and services and functions not currently available, with benefits to both users and government.
New Function
Benefit to Users
Benefit to Government
Notes
Distribution of digital government publications (both free and priced) √
Sale of digital publications is a new revenue source
Supports subscriptions and e-subscriptions
MMAH requires this service for the online version of Ontario’s Building Code
Greatly enhanced search capabilities
Poor search capability is the number one complaint from users of the current
e-commerce site
Automatic password reset
Reduces admin burden (50+ requests per month) and improves customer service
Fulfill orders from mobile devices
To reflect changing needs/ demographics
Customizable triggers and alerts
Improves both customer service and government efficiency
Improved reporting and analytics
07/11/2018

14. Future State e-commerce Website (cont)
e-commerce website will be branded to be consistent with ontario.ca (not ServiceOntario).
07/11/2018

15. Business Challenges
07/11/2018

16. Business Challenges Accessibility Requirements: Current State
Recently ministries have been removing large amounts of current publications from sites due to:
Lack of compliance with accessibility legislation
Requirements of migration to Ontario.ca - only the most in demand information and information that fits their format (HTML)
The current policy for Ontario.ca is that the primary format be HTML although secondary formats such as PDF are accepted
Client ministries feel it is costly to develop multiple formats, especially for high volumes of lengthy documents such as curriculum guides
PDF is still the most common format especially for documents produced in both print and digital versions
We would like to influence the web policy areas in order to accept more formats and not just HTML
EPUB3 is supported by Ontario.ca but not yet widely used
07/11/2018

17. Business Challenges Digital Publications Access
Currently there are multiple online locations where digital publications can be accessed:
Ontario.ca and on the Ministry intranet and internet sites (where the files are hosted)
Publications Ontario (PO) eCommerce website which links to public facing publications hosted on other sites
Legislative Library which creates permanent URLs but not for the public generally
Ministries do not always inform PO about their digital publications
07/11/2018

18. Business Challenges Digital Publications Access Cont’d
Although PO owns the Publications Directive, the directive is outdated and does not address digital publications
PO is working with a number of stakeholders to look at roles and responsibilities for digital publications, including hosting, archiving etc.
We would like to promote a one-stop shop for access to print and digital but are encountering diverging mandates/opinions from other areas of government
07/11/2018

19. Business Challenges: Ontario Gazette Format
Official version is still print but has been online since 2000
In 2016 we developed new interface for Ontario Gazette
New site uses HTML book format with option to download PDF version
With HTML came some new challenges as information is now more easily discoverable by search engines such as Google
E.g., individuals who have changed their name have the info published in the Gazette
This has generated complaints and ServiceOntario will be revisiting its legal requirement to publish this type of data in the Gazette
We are also considering redacting the information from the HTML version and only including in the print/PDF version, to minimize privacy impacts
Similar situation has occurred for Sheriff’s Sale of Lands notices, where individuals who have fallen in arrears have their name and property info published.
07/11/2018

20. Business Challenges Declining Demand for Print
Our current funding model is a mix of base funding as well as charge backs to ministries for warehousing and distribution of print publications
With steady decline of print, especially for certain cyclical products, we have seen a decline in recoveries over past few years
The challenge now is to develop new revenue streams (e.g., priced digital where it makes sense) in order to fund our infrastructure and service management operations
Also need to develop expertise to manage digital products and provide advice to clients (e.g., staff training)
We will be having all staff undergo some basic training with Ryerson University in late June to understand EPUB technology
07/11/2018

21. Business Challenges Copyright and Open Licences
Open Government is a commitment and this includes Open Information
Open data is currently released under an Open Licence, under the Open Data Directive. However this directive does not apply to information
Under the existing Intellectual Property Directive, the Queen’s Printer is required to issue a licence in order for government information to be used for commercial purposes
Such licences also require indemnity clauses
We are working with Information, Privacy and Archives Division as well as our legal counsel to see how we can apply existing policy framework in support of Open Information
Would require waiving of indemnity clause
Ministries would need to conduct their own risk assessment before recommending release of information under an open licence
07/11/2018

22. Questions?
07/11/2018