1. Writing and Publishing at the EEA
26 September 2017 EEA,
ETC Co-ordination Webinar
Writing and Publishing at the EEA
Welcome

2. performance reporting
2016 Product Type Review
planning
production
publishing
performance reporting
Objectives:
Improve planning, production, publishing and performance reporting at the EEA in relation to EEA products, utilise efficiencies
Modernise the EEA product portfolio, incorporate needs since last update in 2008, implement the provisions of the EEA communication framework
Set up:
A project team of HoGs from all programmes

3. EEA Product Types 14 product types in MPS 2016
Assessment (4+ pages in different formats online, incl. EEA reports, SOER, country factsheets, Signals)
Briefing (< 4 pages, online only)
AWP Category 1. Reports and Assessments
Indicator (incl. indicator factsheets)
AWP category 2. Indicators
IT System (software and publishing platform website, Bise, WISE, Climate adapt etc)
AWP category 3. Information Services
Eionet report (published with partners in Eionet incl. ETCs)
Joint report (with partners like WHO, Eurostat etc. also Eionet)
Contribution to key processes (incl. working paper, methodological documentation, staff work published elsewhere)
AWP category 4. Joint Products and Contributions
Data sets, interactive maps and viewers
AWP category 5. Data and Maps
Eionet meetings (NFP meeting, NRC meetings, incl. webinars, incl. proceedings)
Workshops and conferences (beyond Eionet stakeholder meetings, exhibitions, conferences, visiting groups, webinars, incl. meeting documents etc.)
AWP category 6. Workshops and Meetings
Communication content (text for web, media, social media, presentation, speech)
Communication tool (Digital, audio-visual and print as videos, animations, Infographic, promotional material, brochure, flyer, merchandise, photos)
Communication channel (Newsletter, dissemination platforms, enquiries)
AWP category 7. Communication Products
Corporate product (AR/AAR, AWP, MAWP)
AWP category 8. Corporate Products
14 product types in MPS 2016
(SMT decision ):
Linked to 8 AWP categories
Based on needs of the organisation
Based on nature of the outputs, rather than formats

4. Management Plan System

5. Format specifications – Product request form
Assessment or Briefing
Format Standard, SOER, HTML, Fact Sheet, Signals
Product requests to be entered into draft publications plan for approval by SMT….

6. Workflow notification
All publication style products will be provided with a workflow which is semi-editable at this stage……..until ‘Confirmed’ status
‘Confirmed’ status = planned
Contact COM1 for changes
Not confirmed = not approved for publication

7. Product workflows
Once confirmed, products appear in MPS with a default consolidated workflow - activities requiring ‘sign-off’
Activity 0:
Enter into MPS for confirmation
Activity 1: Product development: drafting
Activity 2: Review: including Eionet, wider consultation
Activity 3: Quality: Edit texts/Check data
Activity 4:
Edit approval
Activity 5: Production: Layout and production, web publishing
Activity 6: Layout approval and finalisation
Activity 7: Publication and launch
All information regarding the publication stored within the product together with the workflow

8. Finalise PM Sign ED *send report to ED
Universal workflow with paper sign-off list
Activity 0: Approve: in AWP, add to MPS and Commence workflow
COM1 confirms approved products in the MPS (product details now locked)
Activity 1: Product development: and drafting
Sign-off of draft in MPS by HoG to begin Review phase - From January onward
Activity 2: Review: including Eionet, wider consultation
Draft text signed-off in MPS by HoP
Activity 3: Quality: Edit texts/Check data/sign-off for full production
Sign-off in MPS of edit by COM1
Activity 4: Edit approval: sign-off for full production
Sign-off in MPS of edit by ED
Activity 5: Production: Layout and Production, Web Publishing
Final layout version sign-off in MPS (COM1/Product responsible)
Activity 6: Layout approval: and finalisation
Sign-off in MPS of layout by HoP/HoG
Final layout version sign-off in MPS ED including cover photos
Activity 7: Publication: Publication, dissemination and launch
Activity 7:
Finalise COM
Activity 6:
Finalise COM Sign PM
Activity 5:
Finalise COM Sign COM
Activity 4:
Finalise PM Sign ED *send report to ED
Activity 3:
Finalise COM Sign COM
Activity 2:
Finalise PM Sign HoP
Kick off meeting:
COM1
Activity 1:
Finalise PM Sign HoG
Activity 0 :
SMT/COM1

9. *Remember to use the Writing and Publishing guides
Product workflows and Guidance Tools
Steps involved in the actual production workflow of an EEA report as highlighted in the EEA Publishing guide, for Activity 6
*Remember to use the Writing and Publishing guides

10. Importing or duplicating a product

11. Publications database, sign off sheet and MPS merged
Development of a new database in parallel with
the PTR implementation………now merged into one
Planning and reporting
Allowing for smarter planning and reporting
Extraction of reports for publication plan approval
Scheduling workload
Cost summaries for outsourcing
Progression of products in relation to plan

12. Joint products and contributions
Joint products - ETC
Joint products and contributions
This product type provides:
Provides knowledge and analysis including of the methodological aspects of environmental monitoring and assessment or EEA contributions to joint assessments with other organisations.
Includes Eionet and ETC reports.

13. Eionet and ETC products
Joint products - ETC
Eionet and ETC products
Eionet reports: products (assessments and briefings) that are developed in partnership with EEA member countries. They generally follow full EEA publishing workflows and standards and an EEA thematic project manager takes full responsibility for the development and production of the product. EEA can apply for ISBN numbers for these products.
ETC reports: allow us to share ‘background papers/reports’ these products will not go through the EEA publishing workflows and will be published by the ETC. These products will be linked to from the EEA website. Not all ETC technical papers will become ETC reports — this decision will be taken by the relevant HoG/HoP.

14. ETC reports Eionet reports - ETC
Links to ETC work from EEA communications and products:
if the quality is approved by EEA HoP
If the work follows ETCs general Corporate Design provisions
Note: ETC work is published on the ETC website only (i.e. no physical publishing on the EEA website and no further EEA input on editing and layout etc., a single page to link to preferred)

15. Supporting documents The EEA Publishing guide:
Provides staff with instructions and direction regarding publication process and who to contact.
It will also include a list of the new product categories, types, formats and media/channels now available with detailed workflows.
The Writing Style guide:
Provides staff with guidance regarding the EEA’s corporate writing styles, including font, grammar and referencing information.

16. Supporting documents The Writing Style guide: updates Report structure
Report format: 1:2:50 structure
Referencing: self plagiarism
Lists
Acknowledgements

17. EEA plagiarism and copyright infringement guide
Covering:
What is plagiarism?
What is copyright infringement?
Reusing material
Reproducing methodologies, legislation, visuals and audiovisuals
Self plagiarism
Bad practice
Common forms of all the above
What the EEA is doing to avoid this…..

18. Matches within reports
Documents uploaded
Matches found
Display word count
Display source
% of total report

19. Report generation

20. Timeline Finalisation of products Roll out Train and present
Finalise Publishing guide (illustrations) (
Finalise Writing Manual (ref info from Commission) ( )
Finalise templates ( )
Check Zotero ( )
Roll out
Update COM1 Page and publish documents there ( )
Link to QMS ( )
Go live with all above ( )
Train and present
ETC presentation –
EEA Publishing and writing training (26.09 and 09.10) - done
HOG Training on MPS and Publishing – on-going
SMT Training on Publishing – date provide – Penny?
Pubs Plan 2018
HoG input into MPS for draft Publications Plan – October 31 - delayed
PTR Core Team Review of draft Publications Plan Nov 15?

21. Communication Updates will be communicated regularly through: Training
Presentations
Intranet announcements
Kick off meetings