/ LEGISLATIVE MANAGEMENT SUITE
Onsite Training Information

ONSITE TRAINING INFORMATION

SUITES

Open Platform

Government Transparency

Meeting Efficiency

Legislative Management

Copyright © 2015
Granicus, Inc.

The following documentation is proprietary and confidential information of Granicus, Inc. and its licensors, the use of which is subject to a License Agreement between the authorized licensee and Granicus, Inc.
The Granicus logo, Granicus, MediaVault, MobileEncoder, StreamReplicator, and OutCast Encoder are registered trademarks; Integrated Public Record, Intelligent Routing, LinkedMinutes, LiveManager, MediaCenter, MeetingMember, MeetingServer, MediaManager, Simulcast Encoder, VoteCast, VoteCast Classic, and VoteCast Touch are trademarks of Granicus, Inc. All other trademarks are the property of their respective owners.

TABLE OF CONTENTS

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LEGISLATIVE MANAGEMENT SUITE OVERVIEW

Program / Description / Login
Legistar / Local desktop application used for scheduling meetings, drafting agenda items, generating agendas, and processing minutes. / Username:
Password:
InSite / Public-facing website where citizens can access and search legislation, agendas, minutes, and meeting video content. This website can also be used as a remote portal for limited Legistar tasks. / InSite website:
Username/Password are the same as Legistar.
MediaManager / Website portal for managing audio-visual recordings and user accounts for iLegislate. / MediaManager website:
Username:
Password:
LiveManager / Local desktop application used for running audio-visual recordings, creating timestamped indexes, and collecting minutes data such as motions, votes, and notes. / Once installed, no login is required.
iLegislate / iPad application for reading and annotating published agendas. / iLegislate can be downloaded from the App Store.
Website/Username/Password are the same as MediaManager.
Granicus Help Center / Educational website offering user guides, online training videos, and answers to frequently asked questions. / Website:
Users can login using either their InSite or MediaManager Username/Password.

LEGISLATIVE MANAGEMENT SUITE ROUND-TRIP

PREPARING FOR ONSITE TRAINING

Review the following guidelines in preparation for onsite training.

Training Environment

We recommend a computer lab with individual computers for each attendee and a projector hook-up for the Product Training Specialist.

Training Computers

Our Deployment Team can work with IT to properly prepare alluser and training computers. The following capabilities and program installations are required:

  • Legistar must be installed and tested to ensure it opens and runs properly without network or firewall issues
  • Microsoft Word 2007 or higher. Note: Microsoft Word must not be set to compatibility mode with an earlier version
  • LiveManager must be installed on the computer(s) used for running live meetings
  • Internet access (Internet Explorer 8 or higher)
  • Adobe Reader
  • Adobe Flash 10 or higher
  • Display font resolution must be set to 100% or 150%, or resolution size 96 pi
  • Adobe Acrobat 7.0 or higher should be installed on the Clerk’s computer

Training Materials

User guides can be downloaded and/or printed from the Granicus Help Center.When viewing a guide from the Granicus Help Center, click Morein the header. You can thenSave as PDF and export all of the children pages associated with the guide. This function can also be used to create a book containing multiple user guides.

Important! Review the Training Course Descriptions on the following pages and distribute the corresponding training materials to attendees. It is recommended that system administrators print allof the recommended guides and arrange them in a binder in the same order as the training courses.

Tip for Success!Bring past agenda content to training. This will be used to replicate agenda items, agendas, minutes, etc.

TRAINING COURSE DESCRIPTIONS

Review the following course descriptions for a greater understanding of course content, required attendees, and necessary course materials.

Important! It is recommended that the Core Project Team attend all training courses. The Core Project Team should include the Project Manager/System Administrator, Clerk Staff, and a representative from IT. This will ensurethe Clerk’s Office and IT are aware of the intricacies and capabilities of the system.

Important! Each course is limited to a maximum of 12 attendees.

Project Overview

  • Course Description: Attendees will review the various components of the Granicus solution and the comprehensive round-trip workflow. This is an opportunity to review the entire solution and ensure everything is ready for training.
  • Course Prerequisite: None
  • Required Attendees: Core Project Team
  • Training Materials: Onsite Training Information Packet

Drafter Training

  • Course Description: Attendees will learn how to draft a legislative file in Legistar, attach supporting documentation, create associations, and start an Approval Tracking Sequence. Working with legislative files is the basic foundation of the Legistar database so this is a required introduction course.
  • Course Prerequisite: None
  • Required Attendees: Staff responsible for drafting/approving agenda items, generating agendas, and/or processing minutes.
  • Training Materials: Drafting Legislative Files (Word Text Editor) or Drafting Legislative Files (Legistar Text Editor) Quick Reference Guide

Tip for Success!Bring past agenda content to training. This will be used to replicate agenda items.

Approver Training

  • Course Description: Attendees will learn how to review a legislative file(which can be done in Legistar or from InSite) and take various actions such as approving, disapproving, and delegating in order to route the item through the approval process.
  • Course Prerequisite: Drafter Training
  • Required Attendees: Staff responsible for approving agenda items, generating agendas, and/or processing minutes.Note: If your system is setup to route items back to the original drafter during the approval process, it is recommended that staff responsible for drafting agenda items attend this session as well.
  • Training Materials: Approving Legislative Files Quick Reference Guide

Agenda Generation Training

  • Course Description: Attendees will review their automated agenda template and learn how to generate and publish an agenda in Legistar. Attendees will also learn how to edit a generated agenda, create agendas manually, and generate reports and packets.
  • Course Prerequisite: Drafter and Approver Training
  • Required Attendees: Staff responsible for generating and approving agendas.
  • Training Materials: Generating an Agenda Quick Reference Guide

Tip for Success!Bring past agenda content to training. This will be used to replicate agendas.

LiveManager Training

  • Course Description: Attendees will learn how to use LiveManager to timestamp agenda items and record minutes data such as motions, votes, and notes.
  • Course Prerequisite: None
  • Required Attendees: Staff responsible for taking minutes during meetings.
  • Training Materials: Working with Legistar and LiveManager Quick Reference Guide

MediaManager Training

  • Course Description: Attendees will learn how to edit media in MediaManager. Editing options include trimming video recordings and correcting/adding timestamps to agenda items.
  • Course Prerequisite: LiveManager Training
  • Required Attendees: Staff responsible for editing video recordings and correcting/adding timestamps.
  • Training Materials: Working with Legistar and MediaManager Quick Reference Guide

Minutes Processing Training

  • Course Description: Attendees will learn how to import meeting data, edit minutes, and record roll calls, motions, votes, and notes in Legistar. Additionally, attendees will learn how to finalize meeting details and publish minutes.
  • Course Prerequisite: Drafter and LiveManager Training
  • Required Attendees: Staff responsible for creating and publishing minutes.
  • Training Materials: Processing Minutes Quick Reference Guide

iLegislate Training

  • Course Description: Attendees will learn how to access, review, and make annotations to agendas via the iPad application, iLegislate. This is an optional feature.
  • Course Prerequisite: None
  • Required Attendees: Any staff or meeting body member interested in receiving agenda packets through an iPad.
  • Training Materials: iLegislate User Guide

Legistar Administration Review

  • Course Description: Attendees will review key administrative functions relating to maintaining the Legistar database. This includes adding/deactivating People, updating Office Members and Approval Tracking Sequences, etc.
  • Course Prerequisite: None
  • Required Attendees: Core Project Team
  • Training Materials: Legistar Administration Basics Quick Reference Guide

Project Meeting/Q&A

  • Course Description: Attendees will discuss any outstanding items and prepare for go-live.
  • Course Prerequisite: None
  • Required Attendees: Core Project Team
  • Training Materials: None

ONSITE TRAINING SCHEDULE

Review the onsite training schedule and contact your Product Training Specialist if you have any scheduling requests.

Important! It is recommended that the Core Project Team attend all training courses. The Core Project Team should include the Project Manager/System Administrator, Clerk Staff, and a representative from IT. This will ensure the Clerk’s Office and IT are aware of the intricacies and capabilities of the system.

Important! Each course is limited to a maximum of 12 attendees.

Day 1
Time / Description / Program(s) / Requested Attendees / Training Materials
9am-10am / Project Overview
Review the various components and programs included in your solution / Legistar
InSite
MediaManager
LiveManager
iLegislate / Core Project Team / Onsite Training Information Packet
10am-12:30pm / Drafter Training
Drafting legislative files and starting an Approval Tracking Sequence / Legistar / Core Project Team and drafters from each department / Drafting Legislative Files (Word Text Editor) or Drafting Legislative Files (Legistar Text Editor) Quick Reference Guide
1:30pm-3pm / Approver Training
Approving legislative files / Legistar
InSite / Core Project Team and approvers from each department / Approving Legislative Files Quick Reference Guide
3pm-4pm / Agenda Generation Prep
Practice drafting files to replicate an agenda; discuss File – Agenda relationship / Legistar / Core Project Team and agenda creators from each meeting body / Drafting Legislative Files (Word Text Editor) or Drafting Legislative Files (Legistar Text Editor) Quick Reference Guide and the Agenda Definitions Report (provided by your Product Training Specialist)
Day 2
Time / Description / Program(s) / Requested Attendees / Training Materials
9am-12pm / Agenda Generation
Creating agendas in Legistar, exporting to MediaManager, and publishing to InSite / Legistar
MediaManager
InSite / Core Project Team and agenda creators from each meeting body / Generating an Agenda Quick Reference Guide
1pm-2:30pm / LiveManager
Recording/indexing meetings / LiveManager / Core Project Teamand minutes creators from each meeting body / Working with Legistar and LiveManager Quick Reference Guide
2:30pm-4pm / MediaManager
Trimming audio/video, editing timestamps, importing video to Legistar / MediaManager
Legistar / Core Project Team and minutes creators from each meeting body / Working with Legistar and MediaManager Quick Reference Guide
Day 3
Time / Description / Program(s) / Requested Attendees / Training Materials
9am-12pm / Minutes Processing
Processing meeting data and manual entry of minutes data / Legistar / Core Project Team and minutes creators from each meeting body / Processing Minutes Quick Reference Guide
1pm-3pm / Workflow Review
Practice an entire workflow; Q&A / Legistar
InSite
MediaManager
LiveManager / Core Project Team / Quick Reference Guides
3pm-4pm / iLegislate
Demonstration of the iPad application / iLegislate / Core Project Team and any iPad users / iLegislate User Guide
Day 4
Time / Description / Program(s) / Requested Attendees / Training Materials
9am-11am / Administration Review
Review Legistar administration settings / Legistar / Core Project Team / Legistar Administration Basics Quick Reference Guide
11am-12pm / Project Meeting
Discuss any outstanding items and prepare for go-live / Core Project Team

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