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Digital Monograph Cost Builder: Intro & Demo (N. Maron & K. Schmelzinger)

Digital Monograph Cost Builder: Intro & Demo (N. Maron & K. Schmelzinger)

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These slides are from the AAUP Monograph Costing Tool Webinar, held Thursday, July 28, 2016. The upcoming tool was developed by Nancy Maron and Kim Schmelzinger and adapted from their methodology in ITHAKA S+R's study, "The Cost of Publishing Monographs."

These slides are from the AAUP Monograph Costing Tool Webinar, held Thursday, July 28, 2016. The upcoming tool was developed by Nancy Maron and Kim Schmelzinger and adapted from their methodology in ITHAKA S+R's study, "The Cost of Publishing Monographs."

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Digital Monograph Cost Builder: Intro & Demo (N. Maron & K. Schmelzinger)

  1. 1. DIGITAL MONOGRAPH COST BUILDER INTRODUCTION & DEMO Nancy Maron, BlueSky to BluePrint Kim Schmelzinger, MeanLine Publisher Services Demo - Webinar July 28, 2016
  2. 2. TODAY’S WEBINAR WILL…  Offer a short overview of the aims of this project  Provide a demo of the tool, including  The “quick start” method, and  A more detailed approach  Suggest applications and next steps
  3. 3. OVERVIEW
  4. 4. THE COSTS OF PUBLISHING MONOGRAPHS (2016)  A study of 20 presses, 20 titles each  Onsite visits to gather staff-level data  Data on all stages of the publishing process… including staff, direct and overheads.  Conducted by Ithaka S+R, with generous support from The Andrew W. Mellon Foundation. Available at: http://www.sr.ithaka.org/wp-content/uploads/2016/02/SR_Report_Costs_Publishing_Monographs020516.pdf And at http://dx.doi.org/10.3998/3336451.0019.103
  5. 5. WE SHOWED AVERAGES… AND COST DEFINITIONS
  6. 6. WHAT TO KEEP AND WHAT TO CHANGE? What presses loved…  Knowing range of costs  Seeing costs, particularly staff time, broken out by department and activity  Staff-level discussions about process, obstacles, and perceived value were very revealing and useful for both directors and staff and didn’t  Too complicated at the staff level :  Staff found the questions difficult and some more comfortable estimating than others  Time consuming to engage staffers in 5 key departments
  7. 7. NEW P+L TOOL… • Mellon-funded project with AAUP to create a simple tool so that presses can determine cost per book for themselves • Offers clear, easy-to-digest outputs to help presses make use of this data • Provides options: business managers can complete with or without staff participation.
  8. 8. GATHERING THE DATA  Lots of questions  Staff completed sheets, on paper, Excel, etc…  Output difficult to visually interpret  20 titles, strict definition of “monograph” ORIGINAL STUDY  Fewer questions  Staff or Business Manager may complete  Results will be clearly displayed  10 or fewer titles; press can establish its own definition, based on the data they require NOW
  9. 9. TWO FINAL OUTPUTS  Synthesis of data captured at staff, departmental, and press level  Snapshot of average costs  Visualizations of key measures DASHBOARD  A per-title cost estimate template  Useful when seeking subsidy  Should be easy to read, transparent, and clear to those not necessarily in publishing COST STATEMENT
  10. 10. THE TOOL ENCOURAGES PRESSES TO UNDERSTAND  Staff time  Direct (book-specific) expenses  Department overheads  Press-level overheads  In-kind costs
  11. 11. IT DOES NOT INCLUDE • Time from staff who work on no monographs • Costs related to print only • Paper • Printing • Warehouse, shipping • Costs related to sales • Royalties • Commissions
  12. 12. DATA GATHERING WILL INVOLVE • Director • Business manager or CFO • And, to the extent that you desire, staff in key departments • Though the “timesaver” option allows you to handle the staff costs centrally, without needing to consult directly with staff.
  13. 13. Acquisitions Manuscript Editorial Design Production Marketing Sales, Distribution Copyediting Proofreading Project management Permissions mgmt. File pre-processing Indexing Copyright registration Cataloguing Author support Selection process Conferences Peer Review Publication Board MS Development Author support Display markup & composition Interior Design Illus. preparation Suppl. materials prep Cover design & Image permissions Author support Digital file prep Digital asset mgmt. File conversion File distribution File preservation Author support Catalog preparation Advertising Publicity Catalog and jacket copywriting Website, e-marketing Title-specific e- marketing Social media Discovery metadata Review copy admin Awards admin Conferences, exhibits Direct Mail (print/ Email) Author support THE APPROACH FOCUSES ON CERTAIN KEY PUBLISHING FUNCTIONS
  14. 14. THE DEMO
  15. 15. TO GET STARTED… • SOME KEY IDEAS • WALK-THROUGH EXAMPLE • THEN, the “TIME SAVER” version
  16. 16. THIS COSTING TOOL… • Can gather data on up to 10 titles • Works best in sequence; this will help make sure to avoid any double-counting. (Each tab is numbered.) • Makes use of standard AAUP Statistics terminology and formatting, wherever possible • Color coding tells you which fields to enter and where you can copy/paste to save time
  17. 17. YOU WILL NEED TO… 1. CHOOSE YOUR TITLES! 2. ADD GENERAL PRESS INFORMATION 3. MIX IN SOME PRESS-WIDE G&A 4. STIR IN THE TITLE-SPECIFIC EXPENSES 5. FOLD IN DEPARTMENTAL EXPENSES 6. AND ADD STAFF SALARIES AND TIME
  18. 18. 1. CHOOSE YOUR TITLES ? Will you use the same “monograph” definition? What year will you focus on?
  19. 19. 2. ADD GENERAL PRESS INFORMATION Tip: Most important is to include total number of books and total number of monographs published in the target year
  20. 20. 3. PRESS-WIDE G&A (GENERAL & ADMINISTRATIVE COSTS) Tip: When considering cost for the director, ask if that person also does editorial work. (To avoid double-counting, either include time here OR on the staff page, not both)
  21. 21. From the AAUP Stats:
  22. 22. 4. DIRECT COSTS Tip: Fill out as much as you can on a per-title basis. Can you estimate conference expense per title? Advertising? Great! Put that here. Anything that you just cannot include as an accurate title-level expense should go (in the aggregate) on the departmental tab. But always try to come up with a good title-level figure first.
  23. 23. 5. DEPARTMENTAL EXPENSES (IN THE AGGREGATE) Tip: Think of this as “departmental overhead” and only include those things that need to be counted – T+E, for example – but are not possible to break out at the title level. The total “departmental” costs will be added to the Press-Wide G+A to arrive at the “overhead” allocation. If you can arrive at a title-level allocation, use that instead and leave the line here blank.
  24. 24. 6. STAFF SALARIES AND TIME Tip: Meet with staff to talk about work processes BEFORE asking them to think about their time. It will help to have a list of all monographs published in that year available to consult Reassure staff that estimating is OK! (If they don’t, someone will be doing it for them.) Books that Are Not Monographs 30% General Admin Tasks 19% Monographs 51% How Much Time Do You Spend o Monographs?How Much Time Do Yo
  25. 25. WHEN MEETING WITH STAFF… • We held meetings with 3 groups: Acquisitions, EDP, and Marketing • The sessions started with a discussion: • How do you do your work? • What can happen in the process that ends up driving costs? • What aspects of your work do you feel are the most valuable to the final quality of the work? • Then, with those ideas in mind, we started answering some questions.
  26. 26. TWO SOMEWHAT DIFFICULT QUESTIONS • How would you say you typically spend your time in a given week? • Monographs • Journals, trade, textbooks, or other publishing • General office work • Thinking ONLY about MONOGRAPHS, how much time do you typically spend on books that are • Publishing that same year • Already published (backlist) • Will publish in future years • Will never be published
  27. 27. WHEN THINKING ABOUT TIME… • Share a clear definition of the “population” of books you are assessing. Share lists of the included titles for staff to review. • Encourage staff to discuss the time estimates together. Within a department, this can help the group to calibrate their responses. • Have staff write down their estimates in the meeting; they can be revised later as needed. • With laptop in hand, the business manager can enter estimates in real time into the “STAFF_ALL” sheet.
  28. 28. 6. STAFF SALARIES AND TIME – EFFORT SPENT BY BOOK Books that Are Not Monographs 30% General Admin Tasks 19% Monographs 51% How Much Time Do You Spend o Monographs?How Much Time Do Yo Tip: Have staff consider how much time each book took, relative to a “typical” book. The spreadsheet will calculate the percentages
  29. 29. Books that Are Not Monographs 30% General Admin Tasks 19% Monographs 51% How Much Time Do You Spend o Monographs?How Much Time Do Yo This title took less time than the “normal” or “average title This title took a “normal” or “average” amount of time This title took more time than the “normal” or “average” title 6. STAFF SALARIES AND TIME – EFFORT SPENT BY BOOK
  30. 30. 6. STAFF SALARIES AND TIME – EFFORT SPENT BY ACTIVITY Tip: Staffers can indicate ANY activities they participate in. All numbers must add to 100%
  31. 31. TIMESAVER METHOD! This method is similar, but with one key exception: Staffers do not come up with their own estimates Just the CFO or other knowledgeable person will develop and enter the data And we’ll skip a step or two.
  32. 32. 34 NOW… CHOOSE A METHOD OF ALLOCATING OVERHEAD
  33. 33. AND ONCE IT IS FULLY BAKED…
  34. 34. 36 DASHBOARD SHOWS AVERAGES BY ACTIVITY AND DEPARTMENT
  35. 35. 37 COST STATEMENT SHOWS DETAILED COSTS BY BOOK
  36. 36. POTENTIAL USES AND NEXT STEPS
  37. 37. USES FOR THE TOOL  Development of title-based costing, to use to seek subvention  This shows activity-based detail  Overheads can be customized to suit the press  Will make any request more transparent  Management tool  Easier to see how costs are aligning with expectations and … revenue.
  38. 38. NEXT STEPS  Final adjustments to the tool and guidance  Distribution via AAUP in early August  Your feedback is always welcome!  Presentation and discussion at Charleston in November (Lively Lunch)
  39. 39. Thank you! nancy@blueskytoblueprint.com kmspub@aol.com

Notas do Editor

  • NM: The first step is to CHOOSE THE GROUP OF TITLES.
    In the Study, we used a narrow definition of “monograph”. You can use this definition or another, if more useful to you.
    It’s important to choose JUST ONE YEAR to focus on, It should be a year for which all data is available
    KS
    The study titles are entered at top, in the shaded area.
    Starting at line 11, you enter the other titles published in that same fiscal year.
    Having this info is especially important, if staff will be responding individually.
    Everything you enter here will FEED THROUGH to other sheets.
  • NM:
    KS: These two data points are important for us, since we use this to determine overhead allocations.
  • NM:
    Press-wide data is where most of our “overhead” allocation comes from. We understand that not every press pays for all the staff time ad expenses listed here. We’ve included a way for you to capture ”in-kind” contributions. Though that is unlikely to be a factor in asking for a monograph subsidy, you may find it useful to gain an understanding of these costs.
    KS:
    Note that form and content similar to the bi-annual compensation survey.
    In some places – check out the line on salary and wages – we know we are getting that data elsewhere, so you see it ig greyed out here. But to make it easy, you can just copy/past from he AAUP stats.
  • NM:
    Most presses have this data already fairly close at hand.
    This is the place to enter any data you have at the title level.
    If you enter it here, NO NEED to enter it on the next sheet (departmental).
    KS:
    You probably have much of this information within the title P+Ls already.
  • NM: For those things you just cannot break down by title, that goes here.
    KS: As before, though we have left in lines for “salaries” – this is just so that you can easily cut/paste from the stats. The only salary data we will use is on the G+A form and on the “staff” forms coming up.
  • Form and content similar to the bi-annual compensation survey
  • Form and content similar to the bi-annual compensation survey
  • Form and content similar to the bi-annual compensation survey
  • Form and content similar to the bi-annual compensation survey
  • Form and content similar to the bi-annual compensation survey
  • The final input: choose an overhead allocation method. This slide shows press-wide overhead, allocated by two different methods. Also allows you to allocate line by line.
  • This feeds overhead method selection feeds into Dashboard

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