MSBA 94th Annual Leadership Conference Round Table:

BoardBook: The Basics and a Review of New Features

Thursday, January 15th, 2014 at 4:50 p.m. Friday, January 16th, 2014 at 8:00 a.m.

Agenda

1. Welcome

2. What is BoardBook? 3

3. Summary of New Features in 2014

A. E-mail Notifications 7

B. Enhanced Import Feature for Compilers 8

C. Workflow 9

4. BoardBook Basics - Compiler View

A. Creating a Meeting 10

B. Editing a Meeting 11

C. Preparing Meeting Documents 12

D. Releasing Meeting Documents 13

5. BoardBook Basics - Board Member View

A. Logging into BoardBook 14

B. Viewing an Organized Archive of Current and Past Meetings 15

C. Viewing a Meeting

1. QuickView 16

2. BoardBook 17

D. Adding Notes to BoardBook Packets 18

E. Searching for Past Meeting Information 19

6. BoardBook Basics - Public View

A. Integrate BoardBook Public View Link on Website 20

B. Improve transparency and timliness of posting public Information while maintaining security of confidential documents

21

7. New Feature - Workflow

A. Manage User Access: Contributors, Reviewers 22

B. Configure Workflow for a Meeting 23

C. Send Email Notifications 24

D. Submitting Contributions 25

E. Importing Contributions 26

8. Wrap-Up / Q&A

2

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3

4

$2,000

$20,396

Annual cost of BoardBook

Fernridge annual savings when using BoardBook

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 pre-paring 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 FUNCTIONSMany 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 com-pile 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 districts 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 SAVINGSBoardBook users report a 50% reduction in the num-ber 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 secretarys 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.

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 $23.7611 copies mailed x $1.36 postage/envelope $14.9635 key constituent copies x 7 pp x .06 copy $14.7035 key constituent copies mailed x .95 $33.25Recaptured costs of packets per meeting $86.67 12 meetings x $86.67 $1040.04

Packets for Work Sessions:53 packets x 3 pp = 159 pp x .06 copy $9.5435 packets mailed x .57 $19.95Recaptured costs of packets per meeting $29.49 12 meetings x $29.49 $353.88

Packets for Budget Meetings/Special Meetings:20 copies x 225 pp = 4500 x .06 copy $270.00 $270 x 8 meetings $2160.00

Binders for Board and Budget Committee: 24 binders x $8.00 $192.00

Total Costs Recaptured for Salaries - $16,650/year

Regular MeetingsBoard Secretary 72 hours x $25.00 = $1800.00 Business Manager 18 hours x $50.00 = $900.00Participants + Secretary 72 hours x $75.00 = $5400.00Superintendent 18 hours x $75.00 = $1350.00

Work SessionsBoard Secretary 20 hours x $25.00 = $500.00 Business Manager 8 hours x $50.00 = $400.00Participants + Secretary 8 hours x $75.00 = $600.00Superintendent 8 hours x $75.00 = $600.00

Budget MeetingsBoard Secretary 20 hours x $25.00 = $500.00 Business Manager 32 hours x $50.00 = $1600.00Participants + Secretary 24 hours x $75.00 = $1800.00Superintendent 16 hours x $75.00 = $1200.00

Fernridge ISD in Oregon Saves $20,396 Annually by Using BoardBook

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6

E-MAIL NOTIFICATIONS

7

ENHANCED IMPORT FEATURE FOR COMPILERS

8

WORKFLOW

9

COMPILER VIEW CREATING A MEETING

10

COMPILER VIEW EDITING A MEETING

11

COMPILER VIEW PREPARE MEETING DOCUMENTS

12

COMPILER VIEW RELEASE MEETING DOCUMENTS

13

LOGGING INTO BOARDBOOK

14

BOARD MEMBER VIEW MEETINGS

15

BOARD MEMBER VIEW QUICKVIEW

16

BOARD MEMBER VIEW BOARDBOOK

17

ANNOTATING AGENDA PACKETS

18

SEARCHING IN BOARDBOOK

19

BOARDBOOK PUBLIC LINK

20

PUBLIC AGENDA PACKET

21

MANAGE USER ACCESS: NEW WORKFLOW ROLES CONTRIBUTOR, REVIEWER

22

CONFIGURE WORKFLOW FOR MEETING

23

SEND EMAIL NOTIFICATIONS

24

SUBMITTING CONTRIBUTIONS

25

IMPORTING CONTRIBUTIONS

26

AgendaWelcomeWhat is BoardBook?Brochure.pdfSample Cost & Time Savings Analysis.pdf

Summary of New Features in 2014E-mail NotificationsEmail Notifications.docx

Enhanced Import Feature for CompilersEnhanced Import.docx

WorkflowWorkflow.docx

BoardBook Basics - Compiler ViewCreating a MeetingCreating a Meeting.docx

Editing a MeetingEditing a Meeting.docx

Preparing Meeting DocumentsPrepare Meeting Documents.docx

Releasing Meeting DocumentsRelease Meeting Documents.docx

BoardBook Basics - Board Member ViewLogging into BoardBookLogging into BoardBook.docx

Viewing an Organized Archive of Current and Past MeetingsBoard Member View - Meetings.docx

Viewing a MeetingQuickViewBoard Member View - QuickView.docx

BoardBookBoard Member View - BoardBook.docx

Adding Notes to BoardBook PacketsAnnotating Agenda Packets.docx

Searching for Past Meeting InformationSearching in BoardBook.docx

BoardBook Basics - Public ViewIntegrate BoardBook Public View Link on WebsiteBoardBook Public Link.docx

Improve transparency and timliness of posting public Information while maintaining security of confidential documentsPublic Agenda Packet.docx

New Feature - WorkflowManage User Access: Contributors, ReviewersManage User Access.docx

Configure Workflow for a MeetingConfigure Workflow.docx

Send Email NotificationsSend Email Notifications.docx

Submitting ContributionsSubmitting Contributions.docx

Importing ContributionsImporting Contributions.docx

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