Paperless, Efficient Board Meetings. Dallas Area Rapid Transit

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1 Paperless, Efficient Board Meetings Dallas Area Rapid Transit 1

2 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 2

3 SIGNIFICANT CHANGES IN PROCESS FROM THIS TO THIS 3

4 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 IT each meeting 4

members adapting to it User Friendly Familiar Layout

5 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 Saving by going. William Tsao, DART Board Member 5

I m able to review, research, make notes and simply store electronically and out of site!

6 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. /Internet Access 6

key presentations Confidential sections for President and General Counsel Red

7 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 Administrative Committee Operations Committee Revenue Committee Committee of the Whole Board Meeting Audit Committee Rail Program Committee Planning Committee Budget & Finance Committee Committee of the Whole Board Meeting 7

8 Contents of Meeting Materials Agendas Minutes Agenda Reports (Information/Briefing Document) Resolutions Attachments Maps Key Presentations (Power Point) 8

9 Administration by Board Support Explanation of how Board Support uses it Scanning Committee materials and uploading Once uploading is complete Board and Staff that information is ready for review No more photocopying, collating, courier service needed Individual Log-in and Password Protection 9

Board and Staff that information is ready for review No more photocopying,

10 Demonstration Board member, and former Chairman of the Board of Directors, Mr. Randall Chrisman 10

11 BOARD PORTAL HOME PAGE 11

12 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 e. Overdrive-650, password f. Open your browser 2. Go to URL: 3. Log in with user I/D: PWD: password1 4. This will take you directly to the DARTNet Board Home Page 12

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.

13 Test Drive for Yourself We will provide connection URL, user names and passwords Time permitting Mock Board Meeting Meeting protocol using the Board Portal 13

14 Environment Technical Overview Allan Steele, DART CIO 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 IT Technician on hand at committee meetings 14

support Wireless connectivity WiFi inside DART, 3G broadband outside Portal is accessible

15 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) Continuous enhancements 15

Available under license as a framework for adoption into other agencies Requires some

16 QUESTIONS??? 16

17 Appendix 1. Server/component diagram 2. Database tables 3. User levels 4. Files 17

18 SERVER/COMPONENT DIAGRAM 18

19 BOARD PORTAL TABLES BOARDLINKS EMPLOYEE URL NAME DELETED ID BISPUBLIC 19

20 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 Has access to add/remove presentations 20

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

21 BOARD PORTAL FILES boardnotetop.asp shows PDF control menu constants.asp contains constants used throughout the portal default.asp main page doccontrolframe.asp show PDF control menu embedpdf.asp used to embed PDF for non-ie browsers framenote.asp Outer frame: frameset page functions.asp contains main subroutines generalfunctions.asp contains secondary subroutines note.asp frame for sticky note uploadredenvelope.asp call back page to upload red envelopes 21

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Develop Education Business Partnership Veryan WebView On-line work experience software Student Instructions Getting Started 3 Finding your own placement 5 Using WebView to search for placements 7 Placement