October 2010

1. October 2010

2. October 2010 The International Red Cross and Red Crescent Movement 186 National Red Cross and Red Crescent Societies worldwide. International Federation of Red Cross and Red Crescent Societies (IFRC), founded in 1919. International Committee of the Red Cross (ICRC), founded in 1863.

3. October 2010 Largest humanitarian network in the world • Acts before, during and after disasters and crisis at the community level in non-conflict situations. • Relief operations are combined with development work, disaster risk reduction, health and care, and promotion of humanitarian values. • Works to support the capacities of its 186 member National Societies. • Focuses the attention and action of decision-makers and opinion leaders on the needs of people and communities.

4. October 2010 Where the IFRC works

5. October 2010 Money talks: How the work of IFRC is funded IFRC annual budget = around 400–500 million CHF Source: • Membership contributions (approx. 10%) Providing generic membership services to National Societies • Donor contributions • Development programmes(approx. 30%) • Humanitarian assistance for enduring crises • Building capacity to better serve communities • Emergency appeals (approx. 50%) • Disaster response of National Societies • Service fees (approx. 10%) Providing supplementary services to PNS, UN, ICRC and other organisations

6. October 2010 The traditional IFRC publishing workflow:Publishing volume and costs

7. October 2010 Publishing: volume in 2009 • 750 publications (advocacy, training, vanity) • 11,997 pages • Over 25,000,000 pages printed • Global distribution through Zones and National societies • “Median” publication is a 16-page color brochure • Most publications in 4 official languages (English, Spanish, French, and Arabic) • We give it all away (value?) 7

8. October 2010 Publishing expenditure doubled between 2003 and 2009 • In 2003: 636,363 CHF • In 2009: 1,364,967 CHF (0.272% of overall budget) • In seven years, the total expenditure managed by the design and production unit has doubled • 2009 was the year we spent the most in printing (data collected since 1998) 8

9. October 2010 Staffing and funding In Communications department, but serves entire Geneva-based secretariat (250 people) • Senior officer • Officer • Assistant Funding previously secured by cost recovery (ie, internal charges to users), but model abolished in 2010.

10. October 2010 Costs of publishing (not including distribution) • Average per-page cost of design and layout: 53 CHF • Average cost per page printed (regardless of print run): 58 CHF • Total cost per page published: 113 CHF 10

11. October 2010

12. October 2010 Design and layout • Design done in-house by design and production unit • Layout outsourced to a small set of designers 12

13. October 2010 Printing • Use a network of Geneva area local offset and digital printers • Overseas printers can cut costs in half, but with 6 weeks to print, ship and deliver • Small print runs (200-2000 copies) for most publications 13

14. October 2010 The black hole of distribution • Distribution devolved to the departments who produce publications • Ad hoc organization by individuals who rely on a failing institutional memory (high turnover due to twelve years of restructuring) • Little or no interactivity with the National societies (membership) • No metrics, no impact evaluation 14

15. October 2010 Case studyThe World Disasters Report

16. October 2010 The IFRC’s flagship publication • Published annually since 1993, the World Disasters Report brings together the latest trends, facts and analysis of contemporary crises – whether ‘natural’ or man-made, quick-onset or chronic. • 200 pages, black-and-white inside • 10,000 copies printed, 12,000 downloaded as PDF from web

17. October 2010 World Disasters Report costs • 700,000 CHF overall budget • 100,000 CHF for production, printing and distribution • Half of production budget is for distribution 17

18. October 2010 World Disasters Report 2009 production costs

19. October 2010 World Disasters Report printing • Printing 10,000 copies cost 26,855 CHF in 2009 • Total cost per printed copy, not including distribution: 4,53 CHF • Total cost per page produced, not including distribution: 226 CHF 19

20. October 2010 World Disasters Report distribution • Total cost for distribution as of 26 January 2010: 48,169 CHF • In January 2010, nearly a third (2668 copies) remained undistributed, out of a print run of 10,000 copies • Based on the number of undistributed copies, we can assume 7332 copies had been shipped • This adds up to a total cost for distribution of 6,57 CHF per copy • Average cost for each copy shipped: 11,10 CHF 20

21. October 2010 The FedPub (e)publishing workflow

22. October 2010 World Disasters Report using FedPub • Editing: editing and proofreading should be reinforced • Layout: automation of layout using FedPub should save the costs of outsourcing • Printing: Lightning Source UK made an initial offer to print each copy of the WDR @ 4 CHF per copy • Distribution: Lightning Source will handle distribution and shipping, charging a handling fee of 2.50 CHF per order • Total cost for shipping depends on destination (to be compared to 11,10 CHF per copy with traditional distribution)

23. October 2010 FedPub components

24. October 2010 Prospective benefits of FedPub for the World Disasters Report • Dramatic reduction in production time • Simplified workflow for editors, including instant updates of corrected content • New delivery formats (EPUB, XML, HTML for IFRC web site) at no extra cost • New distribution mechanisms (eBookstores like iBooks and Kindle) • No storage costs, no unneeded copies printed (waste) • Shipping and printing costs can be shifted to those who can afford them • XML output for archival and data retrieval purposes (ref. libraries) 24

25. October 2010 August 2010 FedPub World Disasters Report pilot project World Disasters Report 2010 already at the printer Objectives • Install and train for Typefi (2 designers) • Develop templates to replicate print edition (PDF) • Develop templates to prepare EPUB edition • Publish EPUBs on Amazon and Apple ebook stores • Measure time required for document preparation • Identify specific problems and issues with FedPub • Develop digital divide publishing model for “poor” National Societies 25

26. October 2010 August 2010 FedPub World Disasters Report pilot project Results (1 of 6) • Install and train: • Unresolved issues with server and file hosting • Training difficult because of production context (no time) • Short learning curve for Typefi Writer, Word plugin used to do XML markup to prepare documents for Typefi 26

27. October 2010 August 2010 FedPub World Disasters Report pilot project Results (2 of 6) • Develop templates to replicate print edition (PDF) • Replication of 90% of content • Some layout features could not be reproduced using Typefi Engine (boxes spanning over two pages, placement of figures) 27

28. October 2010 August 2010 FedPub World Disasters Report pilot project Results (3 of 6) • Develop templates to prepare EPUB edition • Some manual tweaking after Digital Editions export to edit CSS file and fix InDesign export bugs • Display bugs and CSS issues required manual editing of XML and XHTML files in EPUB • Publish EPUBs on Amazon and Apple ebook stores • Measure time required for document preparation • Identify specific problems and issues with FedPub 28

29. October 2010 August 2010 FedPub World Disasters Report pilot project Results (4 of 6) • Publish EPUBs on Amazon and Apple ebook stores • Required editing stage to check EPUB • Difficulties with EPUB validation • Uncertainty concerning classification and taxonomy 29

30. October 2010 August 2010 FedPub World Disasters Report pilot project Results (5 of 6) • Measure time required for document preparation • Between 10 and 80 minutes to prepare individual chapters • 2 hours of training to use Typefi Writer plugin to mark up content using Paragraph stylesheets and Visual Basic “elements” (XML markup without learning XML) 30

31. October 2010 August 2010 FedPub World Disasters Report pilot project Results (6 of 6) • Identify specific problems and issues with FedPub • Complex layout cannot be automated unless constraints and limitations of automation are planned for • Automation cannot be used to replicate complex layout • Time required for training should not be underestimated • Template design requires a skill set different from traditional layout/page composition design (separate step) • Conversion to eBook helped by automation but hindered by poor Digital Editions export and InDesign bugs 31

32. October 2010 FedPub: the way forward • Build external partnerships • Build internal consensus, support and understanding • Organize move from pilot to production • Build proposal for print-on-demand • Build both internal and external promotion for e-publishing • Identity how to organize labor-intensive work • template design, including ebook template • pushing content to distribution and delivery channels 32

33. October 2010 Key stakeholders • Decision makers (USGs) • Finance • Departments • Programme managers • Suppliers • FedPub component “suppliers” (Typefi, Lightning Source, Amazon, Apple, etc.) • External partners 33

34. October 2010 IFRC working group on (e)publishing policy • Provide an open forum for debate of needs, issues and best practice in publishing to achieve measurable results • Organize and structure open discussion and skills building among publishing stakeholders • Collect data, analyze and assess current workflow for all publishing steps (from writing/editing to distribution) • Assess individual publications on a voluntary basis • Draft policy outline to address the strategic and operational issues of publishing “tools for change” 34

35. October 2010