Does anyone know of a commercial Lotus Notes application out there that will create agendas I’m including details if you want some specifics. We are hoping the application will cover all of these items but, if not all, then most or some would be helpful.
Thank you.
Details:
The application will be able, based on the date, to automatically create an agenda for whatever organization the Town needs, for example, Town Board, Zoning Board of Appeals or Planning Board; the application will have an administrative area whereby designated personnel can set up a new organization, that is, it will be able to manage multiple meeting types
· Agendas will be automatically created for the designated days of the month (for example, for Town Board agendas, the second and fourth Thursday of every month) unless the date falls on a Town holiday, if the date falls on a Town Holiday, the next meeting date will be used; the application will have the ability to manually create a new agenda outside of these dates for items such as, but not limited to, special meetings
· The application will have an area by which the Town can enter, edit and delete Town holiday dates for use by the application or the application will maintain the holidays on its own given specified rules/information (e.g., December 25 unless December 25 is a Saturday thus making the Town holiday the prior Friday, December 24 or if December 25 is a Sunday thus making the Town holiday the following Monday, December 26)
· Public Hearings will appear at the top of the agenda and will include the time of day of the hearing
· Customizable, Approval workflows that match the Town’s business processes will be included
· The application will have varying, customizable levels of access
· All e-mail notifications will take into effect non work days, if deemed necessary; for example, if a notification is scheduled to be sent on a weekend, set up rules whereby the e-mail is sent prior to the weekend
· Automatic e-mail notification will be sent by the application to all Department Heads, Board members and/or their designee(s), of the availability of a new, open agenda along with the deadline for submittals
· Department Heads, Board members, or their designee(s), will be able to create an agenda line item (usually about one or two fragmented sentences description); this line item will have the ability for the author to declare it as a Public Hearing; this line item will include the ability for the user to add additional information as well as to attach supporting documentation; any additional and/or supporting documentation will include the ability for the author to determine who will and will not be able to view said documentation via an option within the application such as a dialog list, listbox or combobox or predefined (during application set-up and maintenance) group
· Department Heads, Board members, or their designee(s), will be able withdraw an agenda line item; the date and time of the withdrawal will be maintained within the document; the withdrawn line item will become visible only to the applications’ administrators, its original author and/or any designated users; the withdrawn line item will be noted as a withdrawn item using a visual method such as grayed out text, colored text, strikethrough font or other method(s) as determined by the Town
· A determination will be made and incorporated into the design as to who (users) can view this line item
o While still in process, that is, being entered and finalized by the author
o When finalized but not approved/declined, that is, in the process of being reviewed by designated approvers
o After final approval or declination
· A determination will be made and incorporated into the design as to who (users) can edit this line item
o While still in process, that is, being entered and finalized by the author
o When completed but not approved/declined, that is, in the process of being reviewed by designated approvers
o After approval or declination
· When the line item is complete, the author will have the ability to mark it as complete, if an author does not mark it as completed within a certain time frame, the application will mark it as complete; a record of how the line item was completed, by author or by application, will be maintained in the document
· When a line item is complete, either by author designation or application determination, e-mail notification will be sent to all affected personnel, for example, Board members, the Town Supervisor and his/her administrative assistant and/or designated staff indicating an item has been entered and needs their review; this e-mail will include a link to the document
· Designated individuals (for example, Board members and the Town Supervisor) will have the ability to approve, disapprove or pass on a line item as well as to comment on it; the document will record when (user name, date and time) these individuals have opened the document even if the individual does not take any action on the item; if an individual takes action on an item, the date and time of said action will be recorded separately from the date/time the individual opened the document
· If all designated personnel agree/approve the line item, it will then be included on the agenda for a wider audience to view; extra documentation may or may not be viewable depending upon the author and/or designated review individuals’ selection
· If all designated review individuals have not responded by a certain date, e-mail reminders will be automatically generated by the application and sent to the designated reviewers regarding the line item; this e-mail message will include a link to the document
· If a designated reviewer disapproves an item, a minimum of one required field will be provided (to reviewers only, editable only by the author) to provide an explanation of the disapproval; once this required field has been entered and saved, the application will send an automatic e-mail to all other reviewers as well as to the author of this disapproval
· A record of all approvals, disapprovals, additions and deletions, etc. will be maintained for each line item but will not be visible to the end users (for example, visible to application administrators only)
· Once all designated reviewers have approved an item, that item will get added to the agenda and can only be removed by a designated authority (e.g., Town Clerk)
· Any items that have neither been approved nor disapproved will be automatically added to the agenda by the day of the meeting
· A designated authority (e.g., Town Clerk) will have the ability to save/freeze an Agenda after which time no additions, deletions or edits can take place; a record of this action (user name, date and time) will be saved in the document
· Once an agenda has been saved/frozen, a new, blank agenda will be generated for the next scheduled meeting unless one has been manually started
· The application will have the ability to print an 8.5” x 11” (single or multi-page depending on amount of content) version of an agenda in process with appropriate security levels maintained for viewing of certain data
· The application will have the ability to print an 8.5” x 11” version of a completed agenda with appropriate security levels maintained for viewing of certain data
· The application will be full-text search capable
· The Town’s MIS Department will have full Manager rights to the application including but not limited to, the ability to add, remove or create roles, ability to delete documents
· The Town will retain all source code, documentation, etc. for the application as it will all become the property of the Town upon termination of the project
· Once the application has been delivered, the application developer will relinquish any and all access to the application and its database(s), design, data and documentation
The Domino server is utilized mainly for e-mail and has approximately 200 mail accounts. With the exception of Police Patrol users, all Lotus Notes users are running the client version 7.0.2. The Town will be upgrading its Lotus Notes clients and Domino server to version 8.x in the year 2008. The Town has users that have Blackberry Personal Data Assistants (PDAs) accessing the Domino data. The Town has users, such as Board members, who have access to the Domino server only via Domino Web Access.