Paperless, Efficient
Board Meetings
OVERVIEW
•
Board Support Role – Nancy Johnson
•
Board Member Use – Randall Chrisman,
Immediate Past Chairman, DART
•
Technology – Allan Steele – CIO, DART and
Rido Park, Web Developer, DART
SIGNIFICANT CHANGES IN PROCESS
Benefits and Adoption
•
Adoption by the Board of Directors
•
Initial training and hand-holding
•
Ease of members adapting to it
•
User Friendly – Familiar Layout
•
Speed
•
Efficiency
•
Flexibility
•
Cost savings
Quotes
• “Documents were stacked everywhere - - I was running out of space to store the
mounds of papers we were receiving almost weekly. Finally – paperless. All I need is my laptop. I’m able to review, research, make notes and simply store
electronically and out of site! For me, the transition from paper packets to
electronic delivery has cut the amount of prep time for board meetings by more than half. “ - Faye Wilkins, DART Board Member
Principles of the System
•
Easy to navigate using icons – user friendly
•
Content is the same as the paper packets
•
Additional material e.g. key presentations
•
Confidential sections for President and
General Counsel – Red Envelopes
•
Add your own sticky notes as reminders for
questions, clarification etc.
DART Committee Structure
10:00 a.m. – 7:00 p.m.
10:00 a.m. – 7:00 p.m.
2nd Tuesday of Each Month
4th Tuesday of Each Month
EO
& Diversity Committee
Audit Committee
Administrative Committee
Rail Program Committee
Operations Committee
Planning Committee
Revenue Committee
Budget & Finance Committee
Committee of the Whole
Committee of the Whole
Contents of Meeting Materials
•
Agendas
•
Minutes
•
Agenda Reports
(Information/Briefing Document)
•
Resolutions
•
Attachments – Maps
Administration by Board Support
•
Explanation of how Board Support uses it
•
Scanning Committee materials and uploading
•
Once uploading is complete – email Board and
Staff that information is ready for review
•
No more photocopying, collating, courier
service needed
Demonstration
•
Board member, and former Chairman of the
Board of Directors, Mr. Randall Chrisman
DART Board Portal Login Instructions
1. Establish a WiFi connection with your laptop by either of:
a. From within your browser, connect to the hotel WiFi network by following the connections on the screen (five connections only)
OR
b. Right click on the network connection icon in your system tray and click on “Connect to a network …..”
c. Find either of the two following networks and connect using the password shown
d. Overdrive-244, password 31090 e. Overdrive-650, password 41062 f. Open your browser
2. Go to URL: http://www.dartnet.org
Test Drive for Yourself
•
We will provide connection URL, user names
and passwords
•
Time permitting “Mock Board Meeting”
Meeting protocol using the Board Portal
Technical Overview
Allan Steele, DART CIO
Environment
•
Dell laptop, model XPS M1330
–
Any Windows based laptop will work
–
We do not allow other applications to be loaded, to minimize support
•
Wireless connectivity
–
WiFi inside DART, 3G broadband outside
•
Portal is accessible via the internet
–
No need to be on DART’s secure network
Technical Overview
Application
•
Custom built by DART web development staff
•
Uses standard web tools and Windows utilities
•
Uses Oracle database but can run on any DBMS
•
Available under license as a framework for adoption into
other agencies
–
Requires some IT developer skills to implement
–
(not like off the shelf software)
Appendix
1. Server/component diagram
2. Database tables
3. User levels
4. Files
BOARD PORTAL USER LEVELS
• Board Support Admin
– Has access to add/remove any files on all sections
• Agenda Planner Admin
– Has access to add/remove agenda planners
• General Counsel’s Packets Admin
– Has access to add/remove general counsel’s packets
• General Counsel’s Packets Red Envelope Admin
– Has access to attach/remove red envelopes to general counsel’s packets
• President’s Packets Admin
– Has access to add/remove president’s packets
• President’s Packets Red Envelope Admin
– Has access to attach/remove red envelopes to general counsel’s packets
• DART KPI Admin
– Has access to add/remove KPI documents
• Key Presentations Admin
