1. Ontario Shared Services
Enterprise Business Services Division
Forms, Print & Distribution Services Branch
Presentation on Publications Ontario Initiatives to Queen’s Printers' Conference June 2015

2. Overview
Review of Publications Ontario (PO) conducted by an external consultant has led to a number of recommendations/projects
Several business improvement initiatives underway
Key priorities for branch and division are service expansion and promoting shift from print to digital
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3. Findings of Review of Publications
Study did not uncover any evidence of major decline in print
Some jurisdictions (e.g. U.S. Government Publishing Office) are recommending a dual strategy (hard copy and digital) while others have discontinued print
Feedback from client focus group comprised of key ministries:
Continue hard copy distribution (both free and paid) as it is an important service to the public
Willing to pay for print and distribution service of free publications
PO/FPDSB to develop expertise in area of e-publications as a natural complement to its existing services in the areas of graphic design, e-forms design and accessibility
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4. Findings – Digital Publications
Electronic publications are not housed on Publications ordering system but accessed through links to ministry websites, with broken links an issue
Stakeholder consultations indicate support for concept of a central publications repository
Looking at options for best approach to free electronic content (e.g., do we use the existing Central Forms Repository or a new publications site)
Currently lack the ability to meet the need for paid electronic content which is expected to grow in future
Replacement for present on-line ordering system should address this need
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5. Order Management System
Project underway to replace our publications order management system
Current system is expensive to maintain and doesn’t support digital fulfillment, i.e., selling products such as e-pubs
Business case has identified procuring a Software as a Service (SaaS) solution as best option
Timeline for having a replacement system is October 2016
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6. Warehousing Review
Consultants recommended FPDSB look at opportunities for warehouse consolidation
FPDSB operates two internal warehouses for forms, print-on-demand products, controlled stock, etc. as well as for surplus assets
Publications has a contract in place with an external vendor until 2017 for publications distribution
Planning to hire a consultant in 15/16 to look at warehousing and distribution needs/opportunities
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7. Publications Directive
Ministry has committed to looking at all its directives and policies
Current Government Publications Directive dates back to 1997
No longer reflects current administrative practices and mandatory role of PO as central distributor of publications
We have done some preliminary stakeholder consultations and in 2015/16 we’ll be looking at approach to this directive
Also have an operating policy on forms management (2009) which we’ll be reviewing
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8. Commercial Print Services
As of April 1, 2015, an enterprise wide Vendor of Record (VOR) for Commercial Printing Services, managed exclusively through our branch, will be available for OPS clients
The new Commercial Print VOR will cover the following 7 print categories:
Sheetfed Offset Printing
Web Offset Printing
Digital Printing
Digital Large Format Printing
Basewrap Printing
Book Printing
13/11/2018

9. Migration of e-Laws and Gazette to Ontario.ca
In May 2015, the e-Laws site migrated to the central government site, Ontario.ca
Involved a complete revamp of site, with the beta version available for public testing for over a year before launch
Removed detailed legislative history tables which has caused concern with some stakeholders
Ontario Gazette also migrated to Ontario.ca, in March 2014
Hosted on cloud, with auto-publishing by Publications Ontario
Looking into changing the day of publishing from Saturday to Friday, to make it easier to deal with any technical issues
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10. Copyright and Open Data
Ontario’s agreement with Access Copyright expires next March 2016
Will be looking at our options in light of the recent decision by the Copyright Board
Ontario has a draft directive on Open Data currently posted for external consultations on Ontario.ca
Publications has been asked to post a dataset with information on its publications available for ordering
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11. FPDSB’s Shift to Digital
Currently promoting our new digital services
Paper file conversion (scanning) and OCR
E-mass mailing
E-forms, with workflow coming soon with the implementation of an Adobe e-forms server
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12. FPDSB Document Solutions Value Chain
Paper Documents
E-Documents
Client Request for
1. e-forms
2. e-publications
3. e-documents
Development services
1. In-house
2. External (service managed)
Distribution
1. Central Repository
2. Internet / Intranet
3. Web-based or service
Client Request for
1. Publications
2. Forms
3. Other Documents
Design services
1. In-house
2. External (service managed)
Print services
Distribution
1. Distribution Center
2. Warehouse Vendor
3. Mass Mailing – in-house
4. Mass Mailing – external
Advice and Controllership
Advice and Controllership
Products
Future Trend
Comment
Print / Paper Documents
The shift from print to digital will generate savings to Ministry partners and further promote the “Greening” initiative
Digital / E-Documents
Services
Future Trend
Comment
In-house production
As FPDSB expands its services, volumes will increase and we anticipate a smaller percentage of work will be produced internally and a greater percentage of work will be facilitated externally
External / Service Managed

13. Current State – 2014/15 Print Mass Mailing E-forms Distribution
Over 3.7M pieces of high volume mailings processed
Quality control second to none achieving 1 in 6M error rate
Client satisfaction ratings measured with every service provided are consistently between 93%-98%
677 New Forms developed
9,119 forms on Central Forms Repository
6.4M downloads with a cost avoidance of $90M to the OPS
Mandatory for forms printing
Ensure compliance to AODA, FIPPA etc.
Over 400M print impressions per annum
Process & manage approximately 10,000 orders per year
Print on Demand: approximately 9.2M impressions with 5,500 orders annually
Established a Commercial Print VOR, exclusively managed through OSS
Distribute approximately 75M pieces annually through direct service delivery (60,000 orders)
Distribute through a third party vendor, approximately M pieces (61,000 orders)

14. Contacts Program Area Management Key Contacts for Inquiries 13/11/2018
Business Management & Solutions
Shari Murray: (416)
Print Services
Chris Panagopoulos (416)
General Inquiry (416)
Mass Mailing Services
Chris Panagopoulos: (416)
Esperanza Blanco: (416)
Forms and E-Forms
Contract Management
Kevin Hunt: (416)
Bert Umbertinesi: (416)
General Inquiry
(416)
Publications Ontario
Sheila Tracey: (416)
Account Representatives:
Lanie Thomas: (416)
Simon Leung: (416)
Cathy Law: (416)
Surplus Assets and E-Waste
General Inquiry: (416)
Distribution and Warehousing Services
Cecilia Chung: (647)
General Inquiry: (416)
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15. Questions
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