HomeMy WebLinkAboutVersion 5.0
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MinuteTraq Version 5.0
Release Bulletin
Table of Contents
List of New Features... ........................................ ...................... ............................ ......3
List of Enhancements... ....................................... ....................... .................................3
Changes Made to the List Menu....................................................................................5
Changes Made to Departments and Groups ...................................................................6
Changes Made to Legislative Categories ........................................................................8
Changes Made to the Meeting List ..............................................................................10
Changes Made to the Meeting Type List ......................................................................11
Changes Made to the Legislative File Entry Screen........................................................ 12
Changes Made to User Account Entry Screen ...............................................................13
2
List of New Features
Multiple Meeting Groups
This is a major feature of this release. It gives you the ability hold meetings for
departments or committees that have their own meetings, agendas, minutes, legislative
files and so on. In addition, the Town Board and other meeting groups can route a
document to meetings for review.
Stage Based Work Flow
The Approval/Review process has stage numbers allowing the document to be approved in
steps. This gives you more control and flexibility as to when you want approving groups or
users to receive the document for approval. For example, you may want department A and
B to review the document before it goes to department D and C. Once A and B approves
the document MinuteTraq will then send out an email to D and C notifying them for their
approval. In this scenario, department A and B will be in stage 1 while D and C will be in
stage 2 of the approving process.
Work Items
A new feature is added to the approval process called a work item. Work Item is a single
approval item for a document; however the document can still have multiple work items at
different or same stages. The work item allows you to include additional information for
approvals such as description, instruction and action.
List of Enhancements
User Accounts - has been improved to include functionality for meeting groups as well as
tabs for better organization and navigation.
User Picture - you can now add picture of the user to his/her user account.
Optional Sponsors - sponsors can be made optional through on each individual Legislative
File Type.
Add Approvals on the Fly - you are no longer limited to having approvals added through
legislative categories alone; you can add approvals to a document when drafting.
Add Initiator to the Work Flow - you can now specify on Legislative Category to add
initiator to the Approval process. This is useful when the initiator is not the person actually
drafting the document, but wants to review it once it is drafted.
Add Users to Department - you now have the ability to directly add users to a
department or group on the department entry screen.
Better Grouping of Major Lists - major lists such as Meeting List, Department & Groups,
Legislative Categories and Legislative File Type list are no longer listed in a linear fashion,
instead they grouped for clarity and easy navigation.
3
Agenda Wizard - the legislative file tab displays all documents for the meeting. In
addition, the documents are displayed in color code making it easier for the user to
determine the status of the document.
Legislative File Status - the legislative file status has been changed to Reviewed from
Ready.
Phone and Fax for Recipient - added Phone and Fax fields for recipients.
Minutes Acceptance - The minutes to be accepted will now only auto fill on to the agenda
if they have been Finalized. Also, if you are generating an agenda packet with an appendix
the Full minutes that are being approved will now be included in the appendix like an
attachment.
4
Changes Made to the List Menu
The List Menu has the following changes.
1. Board Members are removed from the list. They are now merged with User
Account with voting rights.
2. Content Files have been added. It stores pictures used for Logos and Clerk
Portraits.
3. Organizational Group Types allows you to define custom groups that can be used
to define meeting groups.
Legislative Categories
Save Reasons
Functional Categories
Templates
Content Files
Legislative File Types
Define Vote Results
Communication Types
Organizational Group Types
Legal Notice Types
Other Document Types
Recipients
Distribution Lists
Meetings
Meeting Locations
Meeting Types
Budget Sources
ReFresh Startup Data
Ctrl+F5
5
Changes Made to Departments and Groups
Department and Groups now allow you to define Meeting Groups, Sub Groups, Departments
and custom defined groups.
When you open Department and Groups you no longer see a linear list, instead you have
Parent-Child list.
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Meeting".
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Animal Control
Community Development
Comptroller
Daryland
Department with No Approver
Environmental
FirePrevenlion
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Personnel
Highway
Human5erl'ices
InformalionSystems
JusliceCourl
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General Tab
Name: enter the name of the department or group. *Required
Sub Group of: if part of another group check the box and select the parent group.
Type: Select type of group. This is user defined data populating from Organizational and
Group Types.
Formal Name: enter formal name if needed.
Address: enter address of the group or department.
Phone: enter the phone for the department or group.
Website Message: enter a message to be displayed on the website for the group.
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Members Tab
Under this Tab you can add members to the department/group and set permissions. This
can also be done from the User Manager for a user.
Meeting Group: check meeting group if meeting are held for the department and give
additional voting rights in the grid (not seen in diagram).
Users & Votes: add users by selecting from the user drop down in the grid and set desired
permissions with the check boxes.
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7
Changes Made to Legislative Categories
Legislative Category List is no longer linear. All the categories are listed under its own
Legislative File Type for easy management of your Category List.
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Agreements, Contracts,Leases
Bidding
NolicetoBidders
N,w
NoliceofAdoption
Local
Many
Natura
Parks
Public
Test
TestN
Testin
Edit
Ctrl+E
Delete Category
Ctrl+D
Make Inactive
Notice of Public Hearing
Show All Categories
Refresh List
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Oldin
Comm
Ordinance Category
Ordinance with Approval.s
Print List
Ctrl+P
Tests
Res Number Test
iT) RaiTestVotes
RTVCategory
The Legislative Category entry screen now has tabs for easier navigation and grouping.
8
Rules & Defaults
Information under this tab has not changed. It is same information for the previous
version.
Routina Tab
Allows you to define default voting work flow for the category.
Rules & Defaults
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Cancel
OK
Resolution
Next
Send Lettsls to: D Inactive
Func. CategOlY None
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o Cleate Public Hearing
This option will ':lutomatj.;;-3lly create a Public Hearing record
when a Legid':ltwe File of thit Category is adopted
o Cleate legal Notice
T his option indicatei that when a Legislative File of this
C:ltegory is adopted a Legal Notice thould be cre.:l~.ed INith the
selecled legal Notice T )lpe
9
Changes Made to the Meeting List
The meeting list is now grouped under different time frames. In addition, Group drop down
has been added to filter meetings for different meeting groups.
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Group: TownBoard""
Mli'eting Ust
Si:aliJii: 'Scheduled .xi
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Meeting Date
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Meeting GrouD
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Town Board
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Edit Ctrl+E
Delete Meeting Ctrl+D
Open Agenda Wizard
Open Minutes Make.
Open Letter Factory
ViawMinutes
View Minute, (Public)
Show Meetino Filters
ReFresh List f5
Print List Ctrl+P
Me.elingT~p.e
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Minutes
Special Meeling Scheduled
Regular Meeting Scheduled
RegulalMee\inQ Scheduled
SpdceMeeting Scheduled
Space Meeting Scheduled
Regula/Meetin.. Scheduled
Regular Meeting SchedUed
SpedalMeelinlJ Scheduled
RegulClrMeeling Scheduled
Space MeelinQ Scheduled
Regular Meeling Scheduled
Accepted
Draft B/1712006 S:22 P
Generated '3/14/2006
Generaled8l11/2006 Generaledl0/31/2006
GenelatedB/17/2006 Accepted
Stalted
Gel1elatedl1/2/20062
Dlaftll/8/20064:22P
Two new fields, Meeting Group and Status, have been added to the meeting entry screen.
The Meeting Group field allows you to pick meeting group for the meeting. The Status field
allows you to change the status of the meeting. (Scheduled, Cancelled or Closed).
10/8/2006 12:00 AM
1200AM
School
10
Changes Made to the Meeting Type List
The Meeting Type entry screen has another field called Meeting Group, which allows you
to select the meeting group for the meeting type.
;edit Meeting Type
5 ervices
M eeling
11
Changes Made to the Legislative File Entry Screen
There are few changes made to the entry of the legislative file.
1. The word Approval is replaced with Routing.
2. You can add Approval/Routing information on a fly by clicking on Add Work
Item as shown below.
3. Sponsors can be setup under the Legislative File Type to be Optional instead of
required.
[M.l Routing
Stage
.. Add -'vl/olk item
Reviewer
Description
Due Date
Status
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12
Changes Made to User Account Entry Screen
User Account entry screen has tabs for easier navigation and organization. We have added
a Login field that is used to login into MinuteTraq and User Name field is now used through
out M i nuteTraq.
General Tab: has basic user information as previous version.
Permissions Tab: allows you to setup user permissions.
Other Settings: allows you to setup meeting group and delegate information for the user.
User Login
Login
'>>
Password
Confirm ..........
Conlactlnlormation
Salutation
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FirstN.sme
Middle Name
Last Name
Tille
Phone
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Email
13