Web-Based, Automated Agenda Management

Basic Functionality

Agenda Item Submission

• Submit agenda items electronically.
• Assign draft agenda items to be completed by another person.
• Attach supporting documentation (e.g., staff reports) to items for inclusion in agenda packet.
• View item history and comments to track actions taken.
• Delete and restore agenda items.

Workflow Routing

• Route agenda items automatically to reviewers and approvers.
• Notify approvers via customizable e-mail of items to be reviewed with direct link to the item in Agenda Manager.
• Submit items approved at a departmental-level to the primary council or organization meeting agenda process.
• Approve, reject, comment on, or reroute proposed agenda items.
• Delegate approval power to someone else when an individual isn’t available to review items.

Image and Document Tools

• Scan paper files directly into Agenda Manager to add supporting documentation to agenda items.
• Open and edit attached Microsoft Office files, such as staff reports, directly from the Agenda Manager Web page to make edits, without having to download, save, and re-upload.
• Lock files automatically during revision, preventing simultaneous changes from different reviewers.
• Attach a wide variety of file types to agenda items as supporting documentation.

System Administration

• Create workflows for agenda item approval, including required and conditional approvers.
• Schedule individual meetings or create recurring meetings that will be automatically scheduled.
• Create template meeting types for meetings that will happen the same way repeatedly.
• Create template agendas in Microsoft Word to be automatically populated by approved agenda items, details, and report or attachment information.
• Allow observer-only and notification-only users in agenda process.

Installation and Support

Thin Client/Interactions

• Select from two Web-based thin client options: Agenda Manager, for multiple meeting types and multiple workflow approval stages, and Agenda Processor, for a single meeting type and a single approval stage.
• Create agenda templates using the Microsoft Word add-in.
• Prepare and publish agendas from Word to Adobe PDF as a full agenda packet with reports, separate files for agenda and reports, or handout-only.
• Publish agenda to FTP server for download.
• Send the agenda and packet to a Laserfiche repository.

Security

• Restrict access to software to those with Agenda Manager user accounts.
• Secure agenda items and associated information through permissions and privileges assigned to users or groups.
• Support for SSL secure communication.

Environment

Web Server Operating System

• Windows XP, Windows Server 2003, Windows Server 2008, Windows Vista or Windows 7.

Web Server

• Internet Information Services (IIS).

DBMS

• MSDE, Microsoft SQL Server 2000 (service pack 3 or higher), Microsoft SQL Server 2005, Microsoft SQL Server 2005 Express, Microsoft SQL Server 2008, or Microsoft SQL Server 2008 Express.

Web Browsers

• Internet Explorer 6, 7, or 8.