ISPA, Inc Circle 75 Pkwy, STE 242, Atlanta, GA Phone: P a g e 1

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1 The AgendaMaestro Enterprise Edition provides a simple method of automating the creation of the current and future Agendas. The site license allows for one (1) document class (e.g. Agenda) moving through an unlimited number of points of approval. Agenda Request - The agenda request form is an MS Word template that can easily be modified and customized to look almost identical to the paper form currently being used. In the following sample form, there are fields and pull down lists to mirror the information you would normally include on an agenda request. P a g e 1

2 Once the request has been completed the user simply click the submit button which submits the form to the system generating a routing slip (sample pictured below), which automatically routes the slip through a pre-defined, customizable sequence of approvals (mirrors the existing approval process). Approval process The agenda request can either be approved or rejected by authorized users from any location via the Web. Once all the departmental approvals are received the agenda coordinator can easily drag and drop the items onto an agenda. All the associated data entered on the request form will also display on the agenda template if desired. P a g e 2

3 Workflow History - The AgendaMaestro solution allows authorized users to track the history of each agenda item. The approval history page displays the time and signature status of each event in the approval process as pictured in the sample below: Search capabilities in the Workflow - The AgendaMaestro system allows the users to search for past or future items. This is sometimes used as a way to take a past request and tweak it to make a similar current request so the item doesn t have to be created from scratch. Simply type in the keyword in the search field and a list will appear with the documents containing that keyword. For example, if the keyword is street. The search creates a list of all current and past agenda request items that refer to street. P a g e 3

4 The AgendaMaestro Enterprise Edition includes a full web-based document repository and delivery system with tools for the conversion of existing documents into intelligent, electronic documents, thus reducing the time needed for labor intensive indexing. Search DocDepot allows the staff and the public (when appropriate) to search for and retrieve documents related to the commissioners meeting and workshop agendas via their web browser in any of the following ways: Full text search - word search (e.g. single word, phrase, and Boolean) across all documents Index search - search by Meeting Type (i.e. Workshop), Document Type (i.e. Minutes), Document title, and/or a date range. (all customizable) Combination search - combine these two types of searches into one single search across all documents Navigation Navigating thru large PDF documents is with hyperlinks. ISPA s unique automated hyperlinking engine, InfoLinker, is an Adobe Acrobat plugin which allows you to automatically add bookmarks and hyperlinks (internal and external) to create intelligent documents with just a few clicks of a mouse. easier Security DocDepot s security features only allow properly authorized users access to sensitive files. The client has full control of deciding who may or may not have access to particular documents. P a g e 4

5 DocDepot Software Specifications DocDepot is a web-based application with an unlimited user server license. The typical solution includes the unlimited user license, an InfoLinker user license, DocDepotUp, an Abbyy FineReader user license for scanning and OCR (or user preference). ISPA also provides templates, installation, full training for the administrator(s) and internal user(s), and a one-year software maintenance agreement. The client provides the server, server OS, and selected database software (SQL recommended). Installation and Training Installation can usually be done remotely with the help of a Network Administrator. Training usually takes a full day and emphasizes use of automated linking tools and templates, document repository management and administration. Programming level instruction is not required. Support ISPA will provide support for the complete solution for one (1) year after completion of system installation and training. Support will be provided via , web FAQs, and live phone. On-site and live phone support will be provided if a problem cannot otherwise be remedied. Support will be provided during normal day shift office hours (Eastern Standard Time), Monday through Friday, excluding ISPA holidays. The software maintenance agreement (SMA) includes ALL upgrades, major or minor to DocMaestro-developed software. ISPA also provides complete scanning and conversion services for paper and microfilm and professional consulting services. P a g e 5