Agendas_Minutes by taoyni

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									          RSE 'Line by line' requirements matrix
          NE London LGOL Partnership: Agendas
          and Minutes
          Version 6.1 - 22 April 2003
                                                                                                                        Current capability of supplier's   Supplier would use 3rd
          Functional requirement                                                                             Priority                                                                             Comment
                                                                                                                                   system                           party
                                                                                                                        Currently  Easy to Harder to
                                                                                                                         capable   achieve     achieve
Note that general functional requirements are included in section G

   A     Committee information input by each local authority
   A1    Officers can compile list of committees served, including full Council, with allocated Committee
         Services officer(s), and specified Democratic Services head                                            H

   A2    Officers can set memberships and other interested officers/parties (with e-mail addresses),
         chairs and quorums                                                                                     H

   A3    Officers can set key timings (committee meeting frequency, number of days between
         agenda/reports dispatch and meeting, timings for draft reports, etc.)                                  H

   A4    Officers can set agenda/minute/report access/modification and security levels by committee
                                                                                                                H

   A5    Officers can set decision sheet/minutes preferences by committee                                       H
   A6    Officers can input/set templates, item numbering requirements, formatting requirements,
         preferred output for printing/publishing if not HTML (e.g. Word, pdf) etc. for agendas,                H
         frontsheets, etc. by committee and/or for authority as a whole
   A7    System enables automatic and/or manual creation/revision of annual meeting schedules and
         agenda management timetables, based on inputs under A2 and A3 and links to IEDISS                      H
         member/authority diary (linking through to Outlook, Groupwise, etc. as required)
   A8    System enables automatic room/refreshment/equipment booking (where such systems in place)
         or automatic e-mails to relevant officers                                                              H

   A9    System prompts officers to updates basic committee information at regular intervals (intervals
                                                                                                                H
         specified by officers)
  A10    Section A information is easily amendable at all times                                                 H
   B     Creating agendas
   B1    System incorporates task manager for officer use incorporating to-do list, item status/issues,
         etc.                                                                                                   H

   B2    System has 'Holding area' for each agenda, incorporating items automatically lifted from
         Forward Plan (FP), or deferred from previous meetings, and items manually entered by relevant          H
         officer(s)
   B3    System sends e-mail alert to relevant officer(s) that agenda needs to be prepared and
         circulated (facility can be turned on/of by individual authorities)                                    H

   B4    System sends e-mail alert to relevant departmental officers (as specified on FP) that report
         required for meeting x on x date (based on item information in FP)                                     H

   B5    Unique tracking numbers allocated to all agenda items (based on unique Forward Plan numbers
         or newly generated) - based on individual authority processes (A6)                                     H

   B6    Agenda items are ordered automatically based on individual authority processes (A6)                    H
   B7    Allocated officers (as in A4) can change/add/re-order items (any changes feed through to
                                                                                                                H
         reports)
   B8    Allocated officers can name/re-name agenda item and include text (if necessary)                        H
   B9    Officers can specify originating department (automatically take from report where applicable)                                                                              This info will be part of the Metadata
                                                                                                                H

  B10    Officers can specify report author (automatically take from report where applicable)                   H                                                                   This info will be part of the Metadata
  B11    Officers can indicate relevant wards (automatically take from report where applicable)                 H                                                                   This info will be part of the Metadata
  B12    Officers can indicate relevant corporate priorities (automatically take from report where              H
  B13    applicable)
         Officers can insert standard paragraphs dealing with exemptions etc. via tick-box                      H
  B14    System enables automatic initial population of relevant agenda template (info from section A
                                                                                                                H
         and B2 holding area) for review prior to publishing
  B15    System enables automatic initial population of relevant front-sheet template (from section A
                                                                                                                H
         info) for review prior to publishing
  B16    System enables automatic page and item numbering (based on authority standards)                        H
  B17    System enables automatic version number/date (on all printable documents)                              H
  B18    Officer can attach reports and appendices (Word/Excel/PowerPoint/pdf/image files/map files) -
         see C11                                                                                                H

  B19    System enables watermark production (or different colour paper print output) to differentiate
         confidential and/or exempt reports                                                                     H

  B20    Officers can control access and security to confidential and/or exempt reports and appendices,
         with drop-down menu of reasons why exempt etc. (including option of leaving blank)                     H

  B21    Officers can indicate whether meeting is formal (i.e. LGA-related) or informal by tick-box             H
  B22    System produces print ready copy of the agenda                                                         H
  B23    Officer can publish agenda to the Intranet, with links to relevant reports                             H
  B24    Officer can publish agenda to the Internet, with links to relevant reports                             H
  B25    Relevant members, officers and citizens notified of published agenda via e-mail                        H
  B26    Officer can send an electronic print ready copy to a print shop at appropriate file size (e.g.
         convert to pdf if necessary)                                                                           H

  B27    System sends e-mail reminder to officers to send hard copies of agendas to committee
         members                                                                                                H

  B28    Officers can revise/un-publish agendas, reports, documents on the Internet / Intranet (subject to
         access levels)                                                                                         H

  B29    Members able to register advance interest in calling in an item (facility can be turned on/off by                                                                          This links in to the Scrutiny sub-project
         individual authorities)                                                                                H

  B30    System sends automatic e-mail alerts to members, officers, etc. (as specified in A1 and A2) if
         any meeting elements (date, time, location) change                                                     H

   C     Creating and Managing Reports
   C1    For each report required for a meeting, author (can be from any department) enters required                                                                                Some of this summary sheet may be
         summary information such as author, department, summary, recommendations, whether part of                                                                                  automatically populated
         budget and policy framework, etc. (which will differ by authority) and non-published details on        H
         who can access the draft report and whose approval/comments are required/requested to
         publish the report
   C2    System offers report template to author (based on A6)                                                  H
C3    System creates report summary front-sheet based on C1 information                                        H
C4    Officer can publish each draft report (Word/Excel/ppt/pdf/image files/map files etc.) and
      summary front sheet to intranet, subject to access facility based on C1                                  H

C5    Only author and relevant democratic services officer for committee in question can upload a
      new version of a report                                                                                  H

C6    System sends automatic e-mail alerts to members/officers specified on front-sheet to notify of
      draft publication and approvals/comments requested or required                                           H

C7    System enables comments and/or approvals to be sent to report author from those with access
      to draft report                                                                                          H

C8    System tracks changes to draft reports (when and by whom)                                                H
C9    System inserts blank pages where appropriate when sending report to print (based on A6
      authority preferences)                                                                                   H

C10   Dem Services officers can access and change/re-format reports, report front-sheets and
      appendices prior to attachment                                                                           H

C11   Officers can attach reports and appendices (Word/Excel/PowerPoint/pdf/image files/map files)
                                                                                                               H
      to publish to Intranet (see B18)
C12   Officers can attach reports and appendices (Word/Excel/PowerPoint/pdf/image files/map files)
                                                                                                               H
      to publish to Internet (see B18)
C13   If report frontsheet shows a decision as being within the budget and policy framework, system
      automatically e-mails officer responsible for full council, to prompt inclusion on relevant council      H
      agenda
C14   Council clerk automatically notified of policy and budgetary framework decisions/documents
                                                                                                               H

C15   Where reports or submissions are being presented by external agencies, officers can create a
      report summary front-sheet as in C3 to attach to these reports and enable consistent searching           H
      of reports both internal and external

D     Decision Tracking and Decision Sheets
D1    For each item, system has decision input and tracking page linking to first FP appearance,
      agenda, minutes, reports, etc., into which decisions are entered/automatically directed and from         H
      which decision status reports can be derived
D2    For items not appearing on an agenda (e.g. individual executive or officer decisions), officers
      can input item and decision, from which further decision tracking takes place                            H

D3    Preferences from A5 determine how decisions are recorded/presented by each authority
      (decision sheets, minutes, etc.)                                                                         H

D4    System creates a draft decision sheet prior to minutes (if required under A5), with automatic
      initial population from report frontsheets (C2), section A information, etc.                             H

D5    Officers can make manual changes to decision sheet before publication                                    H
D6    Officers can enable limited access to draft decision sheet and system circulates e-mail alert to
      specified reviewing officers before publication                                                          H

D7    System produces print ready copy of the decision sheet                                                   H
D8    Officer can publish decision sheet to the Intranet                                                       H
D9    Officer can publish decision sheet to the Internet                                                       H
D10   Relevant members, officers and citizens automatically notified of decision sheet publication via
      e-mail                                                                                                   H

D11   Officers can un-publish/revise decision sheet on the Intranet (subject to access levels)                 H
D12   System tracks decision implementations (via department tick-boxes: 'done', 'in process with due
      date of x', etc. with e-mail alerts to FP-specified officer if not regularly updated)                    M

E     Creating Minutes
E1    Slipped/deferred items noted by officers and then automatically allocated to next agenda's
      holding area (see B2)                                                                                    H

E2    System enables automatic initial population of minutes templates                                         H
E3    System enables automatic creation of initial minutes by extracting sections of C3 report
                                                                                                               H
      frontsheet, where a report is linked to an item
E4    Officers can manually add/revise minute text associated with relevant agenda item                        H
E5    Where multiple officers specified in A1, system can track changes to draft minutes (who and
      when) with single specified officer able to give final sign off of minutes for publication               H

E6    System produces print ready copy of the minutes                                                          H
E7    Officers can publish minutes to the Intranet, with system automatically excluding items
                                                                                                               H
      classified exempt or confidential
E8    Officers can publish minutes to the Internet, with system automatically excluding items
                                                                                                               H
      classified exempt or confidential
E9    Links from minutes to reports and vice versa                                                             H
E10   Relevant members, officers and relevant citizens automatically notified of published minutes via
                                                                                                               H
      e-mail
E11   Officers can un-publish/revise minutes on the Internet / Intranet (subject to access levels)
                                                                                                               H

E12   System enables tracking of the same FP/agenda item through all stages of the democratic
                                                                                                               H
      process (see B5)
E13   System sets deadlines for call-in and notifies members by e-mail (facility can be turned on/off by           This links in to the Scrutiny sub-project
      individual local authorities)                                                                            M

E14   Members can call-in items through one-click method (with drop-down list of reasons, to include               This links in to the Scrutiny sub-project
      'Other' with free text input) and e-mails to relevant members/officers automatically generated           M
      (facility can be turned on/off by individual authorities)
E15   Officer can flag up call-in items (with item's call-in status, reasons and decision timetable                This links in to the Scrutiny sub-project
      accessible wherever item is accessed)                                                                    H

E16   Officer can flag up whether minutes approved yet as true record                                          H
E17   System tracks decision implementations via department tick-boxes: 'done', 'in process with due
      date of x', etc. with e-mail alerts to FP-specified officers if not regularly updated (facility can be   M
      turned on/off by individual authorities)

E18   For informal meetings, system enables creation by officers of basic notes rather than full
      minutes                                                                                                  M

E19   System sends e-mail alert to relevant officer(s) that minutes need to be prepared and circulated
      by date x, if not done 2 days in advance of such date, based on timings from A3 (facility can be         M
      turned on/of by individual authorities)
F     Published Information and other Outputs
F1    Search facility based on keywords, free text and 'search for similar decision/ward affected/etc.'            This links in to the Metadata sub-project
                                                                                                               H
F2    Search by fields, e.g. committee name / date / document type / member / ward / postcode               H
F3    Search results displayed by categories (e.g. decisions, agenda items, etc.) and/or calendar
                                                                                                            H
      (showing when relevant item discussed/decided, with links)
F4    Automatic linkage between reports, FP items, minute items, agenda items etc. based on B5
                                                                                                            H
      number
F5    Meeting calendar facility, which links to individual meetings                                         H
F6    Facility to show all activity by member / room on specified date                                      L
F7    Officer contact details                                                                               H
F8    Member details / profile / Party / Ward etc                                                               This links in to the Members' Profiles
                                                                                                            H   sub-project
F9    Committee details / profile / membership                                                              H
F10   Overall link to the Forward Plan (in addition to the links on a granular level throughout this sub-
                                                                                                            H
      project)
F11   Decision Tracking capability across structure (FP through scrutiny to consultation etc.)              H
F12   Links to key documents such as constitution, standing orders, guidances, etc.                         H
F13   Attendance/apologies/absence recorded (for informal meetings too if so specified by authority),
      reports generated (cumulatively, by meeting)                                                          H

F14   System sends automatic e-mail alert to relevant officer(s) if member absent from formal
                                                                                                            H
      meetings (B21) for 5 months
F15   Quarterly performance monitoring reports for officers (production of agendas and minutes etc.
                                                                                                            H
      compared to timings required under A3) - not published to internet/intranet
F16   System ends automatic e-mail alert to specified Democratic Services head on any instance
      where timings under A3 have not been met                                                              H

F17   System has facility to add 'roll-over' or 'pop-up' boxes on all terms (so if user rolls mouse over
      e.g. 'scrutiny', a definiton of the term appears)                                                     H

G     General functional requirements
G1    All 'automatic' e-mails should be sent to allocated officers for one-click approval before
                                                                                                            H
      circulation
G2    The partner authorities use different e-mail systems - the Agendas & Minutes system must be
                                                                                                            H
      able to work with all of these
G3    Where authority databases of past minutes, agendas, etc. already exist, these should be                   This links in to the Archiving and
                                                                                                            M
      integrated if possible into database behind agendas and minutes system                                    Traceability sub-project
G4    All outputs should be presented in html as default except when formatted for printing or where
                                                                                                            H
      councils specify a preferred alternative in A6
G5    The application must be fully tailored to the look and feel of each authority's website               H
G6    Documents operate at 4 levels: holding area (pre-document stage for agendas, see B2); draft
      (pre-document stage where contents are added/modified etc. by officers specified in section A,
      and document can be previewed in the appropriate template form prior to publication); intranet
      (where documents are published using the appropriate template, and are accessible to all local        H
      authority users); internet (where documents are published using the appropriate template and
      are accessible on the authority's public website)

								
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