business agendas & minutes manager a new world without the

Business Agendas & Minutes Manager

A new world without the.....

The StoryWhere we came from…….

• We (like many) commenced using Business Agendas & Minutes Manager (BAMM) in the early 2000’s.

• BAMM (at that time) provided efficiencies and more structure to our council meeting agenda / minute processes.

• But over time – additional requirements led to increased workloads and the expansion of touch points of the system.

The StoryWhat happened not so long ago….

• In Sept 2012 we gave our Councillors iPads to move from hardcopy agendas & minutes – but we still needed a ‘distribution platform’.

• The platform had to ensure Councillors could not distribute confidential information.

• We went with ‘Diligent Boardbooks’ – and it worked pretty well…but its only a distribution platform.

• So that still leaves us with BAMM and it’s complexities.

The StoryThe beginning of a new era…..

• In 2012/2013 Council decided to review this process – wanting a more holistic and efficient approach.

• Redman Solutions approached Council in 2013 and pitched the idea of a contemporary ‘minutes manager system’.

• In 2014 Council officially signs up to be an early adopter for a new solution – now known as ‘M3’.

The StoryThe current status of ‘M3’…..

• Product development / testing continues (with Council input)

• Council will use the product initially for internal management meetings before using it for Council meetings.

The StoryWhat will ‘M3’ bring to Council?

Advanced functionality including: Removal of reliance on Word & Visual Basic for

Applications (VBA). One access portal for staff, Councillors & the public

(no more publishing multiple PDFs for different audiences).

The ability to have live agendas for internal meetings (add items as they come to mind).

More flexibility in report formatting and the use of other source documents.

The StoryWhat will ‘M3’ bring to Council?

Advanced functionality including: Simplified approval process for Council reports. Better search functionality (no need to flick through large

agendas or download large PDF documents).

Greater process automation (particularly internal meetings via mobile devices).

Common task management area (potentially more productive meetings with action items recorded and monitored).

A hosted web-based solution (so no impact on your IT section).

The StoryWhat will ‘M3’ bring to Council?

Organisational benefits including: The ability to reinforce a consistent message to staff

(as management are all reading from the same ‘hymn book’).

Initial estimates indicate (collectively) staff time savings of approximately 2-3 days a fortnight with regard to the Council report, agenda & minute process.

So in SummaryWe are proud to be associated with this project and are extremely excited by the development in the system thus far.

The ‘M3’ system will bring some of our processes into the 21st century and it will facilitate far more capability than we can currently deliver.

It will also compliment number of other initiatives we are currently exploring through Council’s Transformation to Sustainability project (T2S).

QUESTIONS? / COMMENTS