MSBA Round Table: Moving to Paperless Meetings with ipads and BoardBook

Transcription

1 MSBA Round Table: Moving to Paperless Meetings with ipads and BoardBook Thursday, January 16th, 4:50 p.m. - Registration Area Friday, January 17, 8:00 a.m. - Exhibit Hall Agenda 1. Welcome 2. Why BoardBook? 2 3. Demonstration - Compiler Role 6 A. Creating a Meeting B. Editing an Agenda and adding Supporting Materials C. Preparing Meeting Documents D. Releasing Meeting Documents 4. Demonstration - Board Member View A. Logging In and Navigating on a PC 29 B. Resources 37 C. Searching 38 D. Logging In and Navigating on an ipad Public View Additional BoardBook Features/Tools A. Minutes 60 B. Limited BoardBook / Staff View Wrap-Up / Q&A

2 BoardBook More than 70 school districts in Minnesota use BoardBook for: Saving Time BoardBook Compilers typically experience a 50% reduction in time required to assemble a board meeting packet. 2 Saving Paper BoardBook provides a real cost-savings, by reducing the amount of printing required for packet assembly, distribution to Board members, and also for the Public. Organization and Process Continuity With board meeting information stored in BoardBook, everyone knows where to go to access prior meeting information. Previous meeting information can be found with simple keyword searches. Also, BoardBook is easy-to-use for both Compilers and Board members new District employees or Board members catch on quickly and have access to past meeting documents. Providing a Flexible Solution for Both Paper and Paperless Users BoardBook combines packet attachments into a single document, incorporating page numbering and a table of contents. The packet can easily be printed or accessed from any computer or mobile device, thus accommodating both paper and paperless users. Connecting with the Community BoardBook provides an easy way to post meeting information for the public meeting information that is very timely and as open and transparent as you want it to be.

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5 Fernridge ISD in Oregon Saves $20,396 Annually by Using BoardBook $2,000 We realize at BoardBook that TIME IS MONEY. There are many ways to save time when using the software. One of the main ways is by reducing the time spent building a board meeting packet. Many BoardBook users say the time it takes to build a packet is reduced by half. REDUCED OVERTIME Board secretaries can spend hours upon hours preparing board packets. Often they are unable to finish the packets during regular work hours and therefore accrue many overtime hours. With BoardBook, users are able to complete the entire packet during office hours with time to spare. MORE TIME FOR OTHER FUNCTIONS Many districts are cutting staff because of reduced budgets and as a result each staff member wears many different hats. By reducing the time it takes to compile a board packet, staff members become available for other responsibilities. WEBMASTER FREED-UP FOR OTHER TASKS Before BoardBook, an IT person or webmaster posted agendas and notices on the district s website. Board- Book allows the person who compiles the packet to easily do this on his or her own. Therefore, an IT person or webmaster is available for other tasks. PAPER AND POSTAGE SAVINGS BoardBook users report a 50% reduction in the number of packets they are printing and mailing. With the growing expense of postage, this is a huge savings to districts, not to mention the administrative time it takes to print, bind, and mail the packets. TIME SPENT SEARCHING FOR PACKETS Searching through past meeting packets is a time consuming and tedious function of a superintendent secretary s job. BoardBook includes a search function that streamlines this process. By entering a keyword or date in BoardBook, you can easily and quickly locate the meeting packet without leaving your desk or sifting through piles of paper. $20,396 Annual cost of BoardBook Fernridge annual savings when using BoardBook Total Costs Recaptured for Copies, Supplies, & Postage - $3,745.92/year Packets for Regular Meetings: 18 packets x 22 pages = 396 pp x.06 copy $ copies mailed x $1.36 postage/envelope $ key constituent copies x 7 pp x.06 copy $ key constituent copies mailed x.95 $33.25 Recaptured costs of packets per meeting $ meetings x $86.67 $ Packets for Work Sessions: 53 packets x 3 pp = 159 pp x.06 copy $ packets mailed x.57 $19.95 Recaptured costs of packets per meeting $ meetings x $29.49 $ Packets for Budget Meetings/Special Meetings: 20 copies x 225 pp = 4500 x.06 copy $ $270 x 8 meetings $ Binders for Board and Budget Committee: 24 binders x $8.00 $ Total Costs Recaptured for Salaries - $16,650/year Regular Meetings Board Secretary 72 hours x $25.00 = $ Business Manager 18 hours x $50.00 = $ Participants + Secretary 72 hours x $75.00 = $ Superintendent 18 hours x $75.00 = $ Work Sessions Board Secretary 20 hours x $25.00 = $ Business Manager 8 hours x $50.00 = $ Participants + Secretary 8 hours x $75.00 = $ Superintendent 8 hours x $75.00 = $ Budget Meetings Board Secretary 20 hours x $25.00 = $ Business Manager 32 hours x $50.00 = $ Participants + Secretary 24 hours x $75.00 = $ Superintendent 16 hours x $75.00 = $

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7 Create your agenda 7 packet in four steps

8 Step One Create New Meeting 8

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11 Step Two Enter agenda topics and supporting material 11

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19 Step Three Prepare the final version 19

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24 Step Four Release completed documents 24

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27 All Done Your documents are available online 27

28 28 Fast - Flexible Agenda preparation

29 To log into BoardBook, go to the member login page in your web browser: Type in your User Id and Password and click on Login 29 Helpful Tip! Make the login screen a Favorite in your web browser

30 30 Access meeting materials by simply clicking the appropriate meeting date and time

31 31 The QuickView links provides a web-view of the agenda with links to each individual document by topic

32 32 Documents can be downloaded separately in th QuickView

33 33 To download and save the full board meeting packet, click BoardBook or the Save BoardBook tab on Quickview

34 34 Saving the packet allows for offline viewing..

35 35 Navigate saved agenda packets easily with page numbers or bookmarks

36 36 Saved agenda packets can be annotated with Adobe Reader.

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40 40 Setting up your ipad to use with BoardBook is easy: 1. Add a Home Page button for BoardBook 2. Install a PDF app such as Adobe Reader

41 41 To add a Home Page button: Open Safari, enter in the Internet address field and touch Member Login.

42 42 Tap the Action button and select Add to Home Screen.

43 43 To log into BoardBook, touch the new Home Page button, enter User ID & password, and tap the Login button.

44 44 Touch the appropriate meeting date to access meeting materials.

45 45 To view the agenda and related attachments online within the browser, touch QuickView

46 46 To view a document within the browser, simply touch the file name next to the paperclip. To download the complete packet, tap the Save BoardBook tab.

47 47 To save the complete BoardBook agenda packet, touch Open In, and then tap your preferred PDF app such as Adobe Reader.

48 Manage Saved Files Commenting tools Page Number Slide Bookmarks 48

49 Identify Page Number Move Page Number Slide 49

50 50 Touch Ribbon to Open Bookmarks

51 Touch Topic to Jump to Documentation 51

52 52 Touch Here to Show Commenting Tools

53 Touch Here to Add Sticky Note 53

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55 55 Sticky Note Highlight Freehand Note

56 Touch Here to Manage Saved Packets 56

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58 58 Rename

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