Agenda management system

The City of Austin is seeking a web-based, automated system for collecting, generating, recording, maintaining, utilizing, and reporting information relative to City Council agendas and meetings. The system should be able to produce finished/formatted agendas, along with all related corresponding reports/documents. The City is looking for a system that streamlines and automates its agenda management processes, with minimum attributes such as an application that includes the functionality required by departments to conduct their business efficiently and effectively utilizing web technologies, and an application that is made available to the user within a secure technical environment. Some key features of the system include: • Collecting data in a standardized, prescribed format from multiple sources throughout the City • Storing, utilizing, and retaining current and historical information • Facilitating expedited numbering, ordering, re-ordering, summarization, and standardization of agenda items and categories • Permitting standardized, repetitively used language and/or legal verbiage available for insertion in documents • Preparing draft agenda items and indicating missing data • Allowing workflows for agenda items to be customized by City system administrators and includes version history, access control, and locking for customizations • Facilitating and automating, wherever possible, electronic distribution and/or routing of documents • Processing agendas from multiple bodies • Tracking and recording document routing (with associated notations) and approvals • Providing and utilizing standardized documents and/or formatting and sorting for input and output of information • Producing documents and query results in multiple file formats • Automating posting of and access to applicable documents and information on the City's Internet site • Integrating with existing and projected future desktop software • Integrating with existing systems to allow seamless lifecycle of all interrelated items, documents, processes, and business practices • Storing, retrieving, and viewing scanned images within the application and enabling electronic transmission of stored images • Performing accurate keyword and full-text searches • Providing security to ensure appropriate levels of information access to appropriate City staff • Providing routine and on-the-spot system maintenance functions that can be performed with a minimum of technical staff and knowledge required • Providing workflow alerts • Handling a large number of agenda items and associated backup materials, including large file size backup documents