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21 <br />Agenda Automation Project <br />Agenda Item Authoring Requirements <br />• Must allow flexibility in abstract template design <br />County seal, section headers, boilerplate text, required/optional sections <br />• Must allow hyperlinking to previous agenda items, minutes or web pages <br />This will help streamline referencing supporting historical materials <br />• Must allow attachments of any file type, or allow administrative constraints of file <br />attachment types. <br />File types may need to be declared so that end user knows what software is needed <br />for viewing. <br />• Some file types may require automated conversion into a format with wide <br />compatibility (e.g., PowerPoint to PDF) <br />• System must allow author to pick meeting for which the item is targeted in workflow. <br />System must only show meetings for which time allows, given workflow time lags <br />• Must allow designation of items for closed session. <br />This designation automatically feeds package generation, creating different packages <br />for staff, elected officials and the public <br />Agenda Item Routing Requirements <br />• Must allow administrative level definition ofitem-routing rules <br />Must allow different item types or different attachment types (e.g., contracts) to <br />trigger different routing paths <br />• Must allow definition of workflow step time buffers, so that each step in the <br />workflow has enough time to complete in time for release to BOCC and public <br />• Should integrate with email system to alert reviewers of a pending item, send <br />reminders to reviewers as they approach their deadline <br />• Submitter should be allowed to add additional review steps anywhere in the workflow <br />• Submitter should be able to be constrained from deleting steps in workflow <br />• Submitters must be able to view status in workflow at any time <br />• Submitters should be advised of workflow progress through email, including <br />warnings of critical workflow deadlines as they approach <br />• Workflow should be able to be configured to alert agenda managers when certain <br />items are missing critical workflow steps <br />• Agenda managers should be able to approve an entire package for release to staff, or <br />BOCC or to public. Once approved, distribution should be automatic, through <br />webpages (secured in the case of staff and BOCC access). <br />• Entire system should allow approver delegation <br />• Workflow should support administrative overrides <br />• Approvers should be able to accept, reject or make changes (with administrative <br />controls to allow changes to flow through, or require originator to review changes) <br />• Approvers should be able to clearly annotate questions, comments and recommended <br />changes <br />• Any rejections or changes can be configured in workflow to alert originator and/or <br />interim reviewers <br />Agenda Preparers Requirements <br />• Should have control over templates and authoring mechanisms <br />5/6/2011 Orange County Information Technologies Page 2 <br />