USER GUIDE KCMSD Board Item Process
Contents
1. O10 8 000 055 Vendir Home 55 000 00 See the iram hy visiting this UAL Atte f fee boar ddocs conf no i kanes board naf DcEOTCODpaenEgE TO gimngsgd ocegsEARERSDOgESUS Thank you Boarddbocs Mortification Linien Dore Pizai i ii Illustration of an item rejected summarizing the user name meeting date category board item number vendor name and amount Please keep in mind that if you do not receive an email notification it is the Department s responsibility to assign a designated user to periodically check the Draft Agenda for their Board Items to review the status of the items Status review could reveal if the item is ready for their approval if the item is waiting for Budget s approval and or if the item is rejected and routed back to the Originator Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 27 of 40 Kansas City Missouri School District Information Technology Services Are walk in Board Items allowed Walk In Board Items are not permissible at this time Please direct all questions and comments regarding walk ins to the Superintendent s office How do I add Attachments amp Other Documents Please follow these simple directions in adding an attachment and other documents HINT verb Qui All attached documents MUST be in PDF format 1211 McGee St Suite 1009 64106 816 418 7000 Kansas City Missouri School District amp Home2. j PublicView A Log Out Weme Meetings Echoes qnem 00 My Agenda Items x l KROASVUIN TUR IECUDBJVIIVIEIYDZ I IUIY Sep 8 2010 Wed Agenda Review Meeting MSIP STANDARD B 5 01 testing the template STRATEGIC PLAN GOAL amp OBJECTIVE PROPOSED OUTCOME METHOD OF ASSESSING THE OUTCOME DEPARTMENT RESPONSIBLE FOR IMPLEMENTATION FACTUAL BACKGROUND body p strong span span Ei Browse Use the same method of attaching files or documents as you would if attaching items to an email e Locate the file or document by clicking on BROWSE e While in Browse Scroll to find or locate the file folder that your attachment is housed e Click on the file or document to attach e Upon completion the item will then attach to your Board Item e You can attach more than 10 files Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 28 of 40 Kansas City Missouri School District Information Technology Services e All attachments must be in PDF format e Attachment order must be in the same sequence as listed in your Board Item e To delete an attachment Right click on the attachment and click DELETE The attachment will be deleted from your Board Item File Upload My Recent Documents My Network B Desktop B My Documents Y My Co D il Adobe Reader 7 fy Autodesk DWF Viewer m FontVision Bie iSeries Access For Windows Diseries Navigator IDEdwards OneWorld 19 J
3. Schools THROUGH FROM SUBJECT DATE Item PROPOSED RESOLUTION ATTACHMENTS REASON FOR RECOMMENDATION BOARD POLICY MSIP STANDARD STRATEGIC PLAN GOAL amp OBJECTIVE PROPOSED OUTCOME METHOD OF ASSESSING THE OUTCOME DEPARTMENT RESPONSIBLE FOR IMPLEMENTATION FACTUAL BACKGROUND Template to be used by the typical BoardDoes User Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 15 of 40 Kansas City Missouri School District Information Technology Services Template 2 TO Members Board of Directors THROUGH J Wm Covington Ed D Superintendent of Schools FROM SUBJECT DATE Item PROPOSED RESOLUTION ATTACHMENTS REASON FOR RECOMMENDATION BOARD POLICY MSIP STANDARD STRATEGIC PLAN GOAL amp OBJECTIVE PROPOSED OUTCOME METHOD OF ASSESSING THE OUTCOME DEPARTMENT RESPONSIBLE FOR IMPLEMENTATION FACTUAL BACKGROUND Template to be used by the Executive Assistants Created by cclark a Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 16 of 40 Kansas City Missouri School District Information Technology Services What are the components of the template The components or what is required for the template is referenced below Please view the following fill in example of a typical board item Sample A Board Item Format Times New Roman 12 pt TO Members Board of Directors always addressed to the Board Membe
4. on September 16 and 17 F of Trusted situs um After accessing BoardDocs O enter your authorized user ID and password HINT Case sensitive Enter upper case as indicated enter lower case as indicated How do I submit an item If the item that you are submitting is a new item 1 Find the tab Meetings and Select 2 Select My Agenda Item a blank search window will appear Click on the green circle with the sign to add a new agenda item Complete the following Meeting select the correct meeting date Use the pull down menu Category determine and select the correct Category in which the item is listed Use the pull down menu Subject The subject line consists of three parts Please keep in mind that the Numbering assignment and convention must follow the current Districts policy Use this handy chart as a guide to complete the subject line of your Board Item a Boatd Item Number b Vendor Name c Dollar Amount Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 8 of 40 Kansas City Missouri School District Information Technology Services Hoar choise hrs Wittiiws ie teste 5 BR teres lime boardi con eso ernecod oed ref PN Nr nS amp x e re rud Vew Pevertes Tode Hep 2 st earth Web G dire BD Avesta your Toda Mon CoM teres rva Cem X dO acon R 4 0 RS OO Tox 1211 McGee St Rute 10909 04108 216 418 7000 Kansas Cit
5. should be Times New Roman text size should be 12 e Spacing e Cut and paste from other source document rather than using the standard Template e Usage of bold or italic in the header e Indenting of text that should be standard and uniform e Naming convention of attachments e Board Item date date of Board Items is always the Regular Business Meeting date ot the second Board Meeting of the Month e Missing attachments source documents e Account to be charged listed in the content of your Board Item do not match your listed budget source account on the header record when entering a Board Item e Amount s listed in the content of your Board Item do not match e Grammatical errors and misspelled words e Lack of reviewing the document in non edit mode WYSIWYG Created by cclark 1 Last printed 9 30 2010 5 00 00 PM E Last saved by Administrator 38 of 40 h Vom Kansas City Missouri School District Information Technology Services e Formatting errors Attachments e Otder listing amp naming convention of attachments in the content of your Board Item should coincide with your upload order sequence of the attachments e Not in PDF format How can obtain training for BoardDocs BoardDocs training is offered on a monthly basis to all District Users normally scheduled the 4 Thursday of each month The times dates and location are as follows e Manual Technical Center room 311 C 9 00 am 11 00 am e 201
6. 0 Dates a January 28 February 25 March 25 April 29 b May 27 June 24 July 29 August 26 c September 30 October 28 November 18 December 16 e 2011 Dates a January 27 February 24 March 24 April 28 b May 26 June 23 July 28 August 25 c September 22 October 27 November 17 December 15 or 22nd Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 39 of 40 Kansas City Missouri School District Information Technology Services What is the Board Item Checklist Please use this handy checklist as a helpful reminder prior to final processing of your Board Item _ _ _ Are all attachments saved ina PDF format Please remember to format your attached documents into an adobe acrobat format This will prevent anyone changing the attachment Attachments that are not secured in a PDF format are subject to modifications by anyone accessing the system or your document If you do not have the full adobe please use the free software primo PDF Reviewed and checked for misspelled words grammatical errors and other formatting issues Please peruse your document and check for grammatical errors and misspelled words prior to transferring over to BoardDocs If you are using Microsoft Word please ensure that your spell check is on BoardDocs do not have spell check capability therefore it will transfer over as SIWYG what you see is what you get all misspelled words incorrect font size a
7. 1 84 TO Members Board of Directors THROUGH J Wm Covington Ed D Superintendent of Schools FROM Roosevelt Brown Chief Operations Officer SUBJECT Integrated Custom Software Renewal 1 551 84 DATE May 26 2010 Item 010 B 005 015 Illustration 1 2 example of a detailed agenda Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 36 of 40 Kansas City Missouri School District Information Technology Services BoardDocs Windows Internet Explorer provided by The Kansas City MO School District KER O m Y https mww boarddacs com mofkanscsdjBoard nsf Private open login x a 44 X Live 7 a Pe File Edit View Favorites Tools Help f y Vr Be A BoardDocs mm fi E d urPage G Tools simple Agenda Detailed Agenda Current Agenda em EN m tail Meeting May 12 2010 Agenda Review Category A Opening Items Subject 1 Call to Order and Roll Call Access Public Type Roll call at 6 31 p m of Trusted sites R i00 T e CA 11 39 AM Illustration 1 3 example of a Current agenda item User Authenticate Printing Please follow the same process of printing if accessing BoardDocs via your User ID and password A User ID and password is not required to print items from BoardDocs How can I search for a Board ltem There ate several ways in which to search for a Board Item and or the attachments associated with the Board Item The s
8. 36 AM To Cynthia Clark JaneDoe M Testing There is an item waiting your approval Meeting Agenda Review Meeting Date October 13 2010 Wednesday Category 5 Consent Items Review Item 010 B 001 074 OfficeMax 15 000 00 Testing See the item by visiting this URL https www boarddocs com mo kanscsd Board nsf goto open amp login amp id 893L69547C03 thank you BoardDocs Notification Unknown Zone Mixed A 1009 me BoardDocsp Microsoft Po Customize Cynthia Clar BoardDoc America Onli Gay NEW_USER Illustration of an item waiting approval summarizing the user name meeting date category board item number vendor name and amount Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 26 of 40 Kansas City Missouri School District Information Technology Services b Item Rejected Bsardosecsy Paar en wes Popo aT fire Interne aplseot it bate orn booed cum rie eer PL bet ig A Hig pp Ske Pg VS cy en pegs Dara PC oe Pe er Pm Bone ea an Eja Papy F Feast kn ox d Ponsa Ts Hi a o c gon c e PIE Beard Dsce Your tem wae rejected Boardocs Motific ation roeph bias doc s cor Sem Teta mepierwber Do QOO Loe aget Te Chri cha Educatian Dept Tour iton was rejected and haz boarn placed back irn your Draft ttems_ Heating Agenda Review Heating Bates Octobar 123 20130 Hadnaadazyl Category 5 Consent Itens Review Iram
9. BoardDocs Pro https www boarddocs com mo kanscsd Board nsf Private open amp lagin 4 amp Board nsf https www boarddocs com mo kanscsd Board nsf 3 Most Visited Getting Started B Mozilla Firefox Start Page 4 Web Images Videos Maps Google Advanced Search Google Search r w Get Firefox Sync Access your history passwords bookmarks and open tabs across X all your devices About Mozilla Firefox Support Done Emu Em iM m GAN HINT Book Mark the page in your favorites For best results Access BoardDocs using Mozilla Fire fox Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 5 of 40 Kansas City Missouri School District Information Technology Services k Boohinerts Tous ai Recentty Bock sed Ld Pest los Use this option to set up a shortcut or bookmark the page Get Boohirest Add on Manli Reto Ther Pepe eti Gevereane Stele amp Govereamce System Ent Pul 2 Aube Mozilla Firefox File Edit view History ESE Tools Help WT Bookmark This P Ctrl D TC Xx ay d ef u jkanscsd Board nsf A i P Bj Most Visited Gettingse Bookmark Al Tabs mir AM d Organize Bookmarks Ctrl Shift B S 4 https www board c gt E Bookmarks Toolbar b r Recently Bookmarked Recent Tags _ Get Bookmark Add ons Mozi
10. DEdwards Solution Explorer D Markvision Professional MI NTI CD Maker 6 Gold A PowerDVD Ff Track It 7 Demo Technician Client UPGRADE 8 11 8 12 s my Nety Contains letters reports and other documents and files xP SP2 Board Docs Shortcut 8f Electronic School la Microsoft Office Outlool ait My Computer omy Documents GL ew Bitmap Image PeopleSoft Online Supp PORTAL fi Remote Desktop Conne faa Shortcut to Microsoft Vi I Shortcut to WORKORDE W wfn 04 0010 ED windows Media Player aH File name Files of type Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator eed 29 of 40 55 Public View amp Log Out Kansas City Missouri School District Information Technology Services File Upload g Public View amp Log Out Look in 3 Board Agenda Software Board names BoardDocs amp kcmsp B0 4 B1BOARDAGENDACOMP SHEET BI kcMsp Bo My Recent BoardDocs Passwords Ei cMSD BO Documents W BoardDocs Training Supplemen updated121208 B Microsoft V W BoardDocs Training Supplement doc091708 ES Microsoft V Ls 4 BoardDocs Training Supplement doc112008 75 Microsoft BoardDocs FAQS1 11 01 07 Microsoft v T BoardDocs FAQS11 01 07 7f Microsoft v fS boarddocs publicprintTEXT New Micros W BoardDocs Supplementupdate_021309 W Recommen W BoardDocs Supplementupdate_121008 iil Revision 1 B8 c 07 05 Bidcomparision worksheet iil shortcutsfc i
11. Kansas City Missouri School District Information Technology Services USER GUIDE KCMSD Board ltem Process Comprehensi ye User Man ual of the Board ltem B rocess Kansas City Missouri School District Board Services Office of the Superintendent Information Technology Services BoardDocs Paperless Governance Software Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 1 of 40 Kansas City Missouri School District Information Technology Services This training manual of the Kansas City Missouri School District Board Item process is intended for the exclusive use of KCMSD staffers The information contained in this document cannot be distributed modified or reproduced in whole or in part without the prior consent of the maker Created by cclark 1 Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 2 of 40 Kansas City Missouri School District Information Technology Services Table of Contents OVERVIEW What is BoardDocsO How do I access BoardDocsO How do I submit an item How are the dates defined What is the approved Board Item template What are the components of the template How do I make a change to my Agenda Item after I submitted it to the Approver What is the District s Approval Routes for processing a Board Item Email notifications regarding my Board Items Are walk in Board Items allowed How do I add Attachments amp Other Docume
12. My Agenda Items mi 4 You do not have any draft or workflow items at this time Click on the icon to add your board Item Done V Trusted sites 9R 10095 v Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 10 of 40 Kansas City Missouri School District Information Technology Services BoardD Ge yr ES https jjwww boarddocs com mojkanscsd Board nsf Private open amp login a 5 x Live Se arch File Edit View Favorites Tools Help we ae 4 Boarddocs d ft E d bp Page Tools Kansas City Missouri School District Kansas City Missouri School District M Home a Log Our Welcome mectinas M My Agenda Items a o x i You do not have any draft or workflow Agenda Item Details items at this time Meeting Select Category Subiect Done f Trusted sites HR 10095 AMEE Online 9 mmedt Dowercd by Ros lovee Tam Saec Untine Dia cs Gat rory Manem Saty xi Lyra zd Aun ott oe 1 hs wb cy A ur uu uw ff dvo a Sr Pa RET CT eT https ree b co rrbd oc 8 c ommo flcsres cs dB es rd neg Preste op en j mg m gsar gosa Kansas City Messon School Distnet Kenses City Missouri School District Wecome Meetings Pabctes My Agenda Items fou dg not have any draft oc work mama st tiie irra Fecal Imoect Belect 3 Doto Created by cclark Last printed 9 30 2010 5 00 00 PM L
13. Publishing Created by cclark Last saved by Administrator Last printed 9 30 2010 5 00 00 PM 25 of 40 un Kansas City Missouri School District Information Technology Services Email notifications regarding my Board Items When a user enters a Board Item within BoardDocs the user and the approving department staff and Board Services will recetve email notification that an item is submitted and awaiting approval If you do not receive an email It could be due to a number of factors For example connectivity to the Web is problematic the shortcut per the user s desktop is not hyperlinked correctly typo error with website and or any number of reasons If the problem persists please contact the HELPDESK If it is a software problem contact IT extension 7119 and or the BoardDocs Support Desk support emerp com The Support Desk is reached via phone 1 800 407 0141 option 1 The following illustrates the types of email notification from BoardDocs a Waiting Approval BoardDocs Item waiting your approval Windows Internet Explorer https mail kcmsd net owa ae Item amp a Openst IPM Note amp id R gASAABiVFHakV9 Spp3dm 2bPAq1 VBwBSBqq0jHmLRpBsgzEOmuBFAAAAxvdCAABSBqq0jHmLRpBsgzEOmuBFAAbIbpsTAAAI EX Reply E Reply toAl amp Foward Y M amp c4 eA X U3 4 BoardDocs Item waiting your approval BoardDocs Notification noreply boarddocs com Sent Tuesday September 07 2010 10
14. ast saved by Administrator 11 of 40 Kansas City Missouri School District Information Technology Services doge IE TERRE o a https oorr bosnddocs com mo kane csi B ord neg Preste cp en amp l og n Baar Ica Kans Kansas My Agenda Items o x wi You dg not have any drati or worfiow arma at titur brow Recommended Action Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 12 of 40 Kansas City Missouri School District Information Technology Services AMEPCE Unt ne S O Cited LANSE powered by Hose Toner Tat Spend UnTIne nm irren Sear dice ew ip qu P Kansas City Missouri Sch Kansas City Missouri School District t i My Agenda Items Acccuntacd t D Asesamnent m Foo do not have any dratt or workflow terre at tho bma Carty Chishood Facti hnoogy Services oo Lewtership Truancy Core Oata KC Care Sch Based goms 5 Gets Pubte Infermaterd Cemmuricati na Purchasing Securty Tesng tomoa Route L Testing Approval Route 2 T Dont cr Once you have completed the header record you can then add your content to the PUBLIC Content or the ADMINISTRATIVE Content using the District approved ITEM TEMPLATE How are the dates defined 3 Preferred Date this is the date that an item is scheduled for review Normally the first board meeting of the month ot the CONSENT ITEMS REVIEW Meeting date 4 Absolute Date this is the date that it
15. ator 1 level approver Budget Department fiscal impact Mr Michael Rounds Dr Covington Board Services for Publishing Food Service Ms Ellen Cram Originator 1 level approver Ms Ellen Cram Budget Department Fiscal Impact Dr Rebecca Lee Gwin Dr Covington Board Services for Publishing Human Resources Mr Chace Ramey Originator 1 level approver Budget Department fiscal impact Mr Chace Ramey Dr Covington Board Services for Publishing Instruction Dr Mary Esselman Originator School Leadership 1 level approver Budget Department fiscal impact Dr Mary Esselman Dr Covington Board Services for Publishing Created by cclark Last saved by Administrator Last printed 9 30 2010 5 00 00 PM 23 of 40 al ka a Kansas City Missouri School District Information Technology Services 3 APPROVAL ROUTES A route or Approval Tree is set up for each Department When an Item is entered within BoardDocs the originator will then do the following Approval Route Tree Status must be ACTION Consent Select the appropriate Approval Tree for that department The BUDGET DEPT is notified via email that an item is submitted Rep will then prepare and attach fiscal impact statement Approval Routes are described below Responsible Approver Approval Process ITS Mr David Dude Originator 1 level approv
16. atures e Assigns Board Item number for submission e Reviews and queues all items for final Approval e Item rejection or approval o Information Technology Services Monthly training Software administration and Maintenance User Training and Documentation Issue resolutions with users amp software Reviews Board room amp meeting setup requirements o Board Services Review and Activate the agenda Rejects items not meeting standard criteria Obtain signatures Publish minutes and meeting notes Created by cclark 1 Last printed 9 30 2010 5 00 00 PM cE Last saved by Administrator 4 of 40 Kansas City Missouri School District Information Technology Services What is BoardDocsO BoardDocsO is the paperless agenda software that the District has opted to use to help alleviate the enormous task of assembling printing distributing and revising agenda items and policies How do I access BoardDocs BoatdDocs can be accessed at home in the office on the road or any place that you have an internet connection Each user of BoardDocs has an authorized user ID and password The below shortcut will allow a quick link to our BoardDocs members page https www boarddocs com mo kanscsd Board nsf the B in Board must be in caps Mozilla Firefox Start Page Mozilla Firefox File Edit View History Bookmarks Tools Help X e X ty https fwww boarddocs com mo kanscsd Board nsf 3 soagle 4 amp
17. earch option field is available on all header tabs in BoardDocs You can seatch by the following e Name or part of name e Board Item number e Date e Attachment name or part of name Created by cclark i 1 Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 37 of 40 L Kansas City Missouri School District Information Technology Services What are the typical reasons a Board ITEM is rejected There are several reasons that a Board Item is rejected It might be due to a grammatical error or misspelled word it could be that the incorrect budget account number is recorded It is a good idea to review your item prior to submission The following is a broad listing of typical reasons of item rejection Keep in mind that if your item is rejected the workflow process will start over Header Rejection types 1 Incorrect DATES e Preferred traditionally the 1 Board Meeting of the month or the Approval Review Meeting e Absolute traditionally the 2 Board Meeting of the month or the Regular Business Meeting 2 Account number e Incorrect account number to be charged e Transposition error e Not enough funds in account number listed 3 Incorrect subject Line The subject line is composed of three parts e Board Item Number e Vendor Name e Amount amount should be listed even if 0 cost 4 Incorrect meeting date chosen Grammatical errors and misspelled words en TEMPLATE Rejection types e Incorrect font
18. ems are forwarded from the REVIEW committee for the second Board Meeting of the month or the REGULAR MEETING APPROVAL date Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 13 of 40 Kansas City Missouri School District Information Technology Services What is the approved Board Item template The approved Board Item template is a standardized formatted Microsoft Word document that must be used to enter the content of your item When entering or writing your item please adhere to the following e Please do not bold font color revisions underline or make changes to the template which will visually influence how the item is displayed upon review in BoardDocs e Please ensure that the FONT is TIMES NEW ROMAN size 12 e Please review for grammatical errors misspelled words unclear content meaning and other such errors HINT Have a co worker review your item to ensure that you have met the criteria listed below e Please use the appropriate template for your division Template 1 TO THROUGH THROUGH FROM typical District User Template 2 TO THROUGH FROM used by Executive Assistants Executive Secretaries Created by cclark al Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 14 of 40 Kansas City Missouri School District Information Technology Services Template 1 TO Members Board of Directors THROUGH J Wm Covington Ed D Superintendent of
19. ent Use this option to Save the document to continue working It will not be routed on an approval tree um ma a tee L J An 00 AM Upon completion of your item click on Submit document for Approval and yout item is routed for approval by the chosen Approval tree Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 19 of 40 Kansas City Missouri School District Information Technology Services Anertce Online 3 9 Umited LANN Sowered by R aT La PR eT ol https www bord oc s c om mo kcayres cs dB ogrd ne Preste open amp j nq m Baar Ica Kansas City Masau Schoo District Kansas City Missouri School District Wetcomn Meetings Pobcies Library My Agenda Items fou dg not have any draft oc workfiow arma st the b rms Select the appropriate Approval Tree and this option to submit the document for approval rl E The originator can edit the ITEM before approval For example if the Item is routed to the Budget Department and it is waiting for Approval the Originator can edit the item ser iE The originator can REJECT the ITEM before approval This is necessary if the originator must make additional changes to the item All items submitted within BoardDocs can be modified corrected and or edited for grammar and other errors Within the life cycle of the Board Item approval process you have a small window of opportunity between each approval level to make the necessa
20. er Budget Department fiscal impact Mr David Dude Dr Covington Board Services for Publishing Legal Department Mr Chace Ramey Originator 1 level approver Budget Department fiscal impact Mr Chace Ramey Dr Covington Board Services for Publishing Operations Mr Jeff McDaniels Originator Pupil Services 2 Level Approver Budget Department fiscal impact KC Care Truancy Mr Jeff McDaniels Core Data School Dr Covington Based Link Board Services for Publishing Other Mr Jeff McDaniels Originator All other depts 2 Level Approver Budget Department fiscal impact not identified above Mr Jeff McDaniels Dr Covington Board Services for Publishing Payroll Dr Rebecca Lee Gwin Originator 1 level approver Budget Department fiscal impact Dr Rebecca Lee Gwin Dr Covington Board Services for Publishing Programs amp Grants Dr H MiUndrae Prince Originator 1 level approver Budget Department fiscal impact Dr H MiUndrae Prince Dr Covington Board Services for Publishing Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 24 of 40 1 ha a Kansas City Missouri School District Information Technology Services 4 APPROVAL ROUTES A route or Approval Tree is set up for each Department When an Item i
21. hment find the Meeting dates that houses the agenda item Click on View the Agenda scroll down to find the Board Item view the item and scroll to find the attachment that you would like to print Click on the attachment the attachment will display and you can then print your attachment Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 34 of 40 Kansas City Missouri School District Information Technology Services 7 BoardDocs Windows Internet Explorer provided by The Kansas City MO School District G e ee http www boarddocs com mojkanscsd Board nsf Public File Edit View Favorites Tools Help we k 4 amp BoardDocs Q Bl o dA Pag CY Tools Kansas City Missouri School District Kansas City Missouri School District Agenda E Mp9 and Recognitions m ui C Consent Items Review E School District 9 Emplguar Combrituition otter nd School District 2009 Employer Contribution Letter pdf 010 B 005 015 Integrated Custom EJ Software Renewal 551 84 MES Fiscal Impact 10 B 005 103 Contribution to the Public School Retirement System pdf 010 B 005 103 Contribution to the Public School Retirement System 11 382 658 43 1f http www boarddocs com mo kanscsd Board nsF legacy content 859NUS618 i Trusted sites 9k 10095 n Highlight the item and select the printer icon The following illustrations display the
22. il Common Icons il wo Prevei W 3an 1 2008 1 73 KANSCSD Kansas City Central Sch 1 My Documents lt gt Type Adobe Acrobat 7 0 Document Fil Date Modified 3 27 2008 10 56 AM E Fo nome Size 115 KB My Network Files of type How do I delete attachments If you select and attach the wrong document to your item in BoardDocs you can easily delete the attachment and select the correct one e Browse and find the attachment that is inserted on your Board Item e Right click on the attachment select Delete Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 30 of 40 Kansas City Missouri School District Information Technology Services Hom dors hrs WINS Internal txstore o fie Crt View l laecetus Tode Hep E perpe ems boonddoes con eio earns cod Board nef Prise openidogindr B s x Ai e x witeahWab oq dde QU lunga your Toda Mae M steeping re rato 7 C NS Ta apace R D i De 171 McGee St Suite 1099 04108 316 418 7 Kansas City Missouri Schoo District a Walco M Meatange My Agenda Items Det 13 2010 Wed Agerda aves Vieatng 010 8 000 047 Senple Bote Item 5000 00 o Board item mier ast Tele of bem 45 000 00 fy Deisis Apost Route t e A dialog box opens identifying the attachment requesting confirmation of the item for deletion e Select OK to proceed with the Delete e Uponcomple
23. ion Technology Services e Upon selecting Print the AGENDA a dialog window will open stating What would you like to print A choice of three options will appear simple detailed or single item Make your choice and proceed to print your item based on the option ERIT o je 3b betes reves bonds coni ekana od Rvs rer Prete rer B a gt F e fui vie Fuscus Tod Hola gal wi earh wab be dentes QNO i owas oir Toobar Ho JM gt p avaa poems 0 LEES S Hn 9v me mpm Aganda Catuliat Spare Current Wednesday May 12 2010 Agenda Review A Opening Ies L Call tu Order and Rol Call 3 Apprewal of Board Member s Absences 3 Sppreval of 4genda 2010 valedicteriarsSalutatnrans 4 Approval cf Minutes Consideration of the Regular Business Meeting Minutes lor Spri 28 2010 Budget Workshop May TO 2010 and Budget Workshop May LT 2010 5 rasta f Hears and Communirstians Public Comments 7 Board Memibar Remark E pore o i Supanntendant s Rapor awards and Recognition 3 barm rananing Deseria adig piha hitpa Lese Baanddacz corre banira Ecard rai Be acy ranbent EEr EE ED Ekri e If you need to print the attachments find the meeting date that houses the agenda item Open up the tree to display the Meeting header click on the header to display the contents Find and select the Item double click on the icon to open and then proceed to print your attachment e Another way to print your attac
24. lla Firefox B https Jwww boarddocs com mojkanscsd Board The Paperless Governance Solution Easy access eGovernance System Enter Public Site Authenticate Done a If you are using Microsoft Explorer you can do the same Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 6 of 40 Kansas City Missouri School District Information Technology Services yieohhesscodos nat Window 7 LFE vM hron iiem boerddoes conirvalkarscstiBoad nt ae Fe Edt vew Fortes Took Hab B us gui FreeHouned gr Windows Wa wedowcMketpise i Windows Medio m A R rr r LJ Xe GRO eje Me tpa bandda X Frequenti eed Questions m it v ud lee Qm e po o o The Scpertou Guerras Saarma Governance Sysnam Entec Pupicsi sumenicae Click on the word Authenticate to access the login screen Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 7 of 40 Kansas City Missouri School District iio ommolhkesscadMoe milfs vala spena ng Windews Information Technology Services ermal Lxpwre GS i v Dros fiaa boenddocs coninelharecsdiBoad nef Pvrivataaosniiogh Fe Edt wes Feeders Took Hab E eene qe Widows W Whois Nyie E Windoes Meds WD xn b tpa rmn bawddoce X F tuted Questions User name Password e Please identify yourself Tee Pager tuto nein Reserve the dates for the Bth Boartidocs eGovernence Workshop to be held m Atlante
25. mpliance DEPARTMENT RESPONSIBLE FOR IMPLEMENTATION Information Technology Services Identify the department who is the key stakeholder or responsible party for the implementation FACTUAL BACKGROUND On March 11 2009 the Associate Superintendent of Human Resources requested signature for Service Agreement with Trane Parts Center of K C for the emergency rental of Move N Cool portable air conditioners for the MDF closets in various schools The agreement was signed covering the term of 3 months March 2 2009 to June 30 2009 A purchase order was issued to cover three months of rental On July 31 2009 the Legal Department drafted another Agreement between the School District and Trane Parts Center of K C covering the rental of from July 1 2009 to June 30 2010 Another Purchase Order was issued to cover additional three months of rental through September 30 2009 On September 22 2009 the ITS Department requests review and approval to purchase with maintenance included the emergency rented Move N Cool portable air conditioners from Trane Parts Center of K C Provide relevant background pertaining to your Board Item For example state a specific reason as to why the purchase Provide a brief timeline identify which locations or locations that will benefit and the value added that will be gained upon approval of the board item Created by cclark al Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 18 of 40 E E
26. nce Dr Rebecca Lee Gwin Originator Purchasing 1 level approver Budget Department fiscal impact Dr Rebecca Lee Gwin Dr Covington Board Services for Publishing Curriculum Dr H MiUndrae Prince Originator 1 level approver Budget Department fiscal impact Dr H MiUndrae Prince Dr Covington Board Services for Publishing E RATE Mr David Dude Originator All E RATE related 1 level approver Budget Department fiscal impact Items Mr David Dude Dr Covington Board Services for Publishing Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 22 of 40 e zm ks a Kansas City Missouri School District Information Technology Services 2 APPROVAL ROUTES A route or Approval Tree is set up for each Department When an Item is entered within BoardDocs the originator will then do the following Status must be ACTION Consent Select the appropriate Approval Tree for that department The BUDGET DEPT is notified via email that an item is submitted Rep will then prepare and attach fiscal impact statement Approval Routes are described below Approval Route Tree Responsible Approver Approval Process Early Childhood Dr Anthony Moore Originator 1 level approver Budget Department fiscal impact Dr Anthony Moore Dr Mary Esselman Dr Covington Board Services for Publishing Facilities Mr Michael Rounds Origin
27. nd or any other oddities Preview the document in the non edit Mode While in BoardDocs please view in the non EDIT mode By doing so you are viewing the document how it will be presented on the agenda Check the District s Board Item Template If you are using the District s Board Item template please keep in mind that the template has pre set values headings font size bold left right or center justification and etcetera This can cause problems if you are trying to edit your document in BoardDocs Edit the document prior to Budget Approval as needed A document can be edited prior to the Budget Department approving it For example If you have submitted your Board Item and you selected Action consent and the Item is still waiting to be approved by the Budget Department you still have an opportunity to edit Once the Budget Department has approved your Board Item and you still detect an error only the 1st level apptover for your Division can edit the Board Item ptior to final approval by Board Services Is the Dollar amount added to the subject line in the header Remember to add the dollar amount of your Board Item on the subject line in the header of the item The subject line consists of 3 parts Board Item NO Title Dollar Amount 08 I 2000 001 Vendor Name 25 000 00 Created by cclark Last printed 9 30 2010 5 00 00 PM x 1 Last saved by Administrator 40 of 40 e
28. nts How do I delete attachments How do I print my agenda Items and attachments Public Site User Authenticate Printing How can I search for a Board Item What are the typical reasons a Board ITEM is rejected Header Rejection types TEMPLATE Rejection types Attachments How can I obtain training for BoardDocs What is the Board Item Checklist Created by cclark 3l Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 3 of 40 CoN mM 13 14 17 19 22 26 28 28 30 33 33 37 37 38 38 38 39 39 40 Kansas City Missouri School District Information Technology Services OVERVIEW The Board Item process for the Kansas City Missouri School District is a collaborative team effort of the Office of the Superintendent Information Technology Services and Board Services This section of the User s Manual is primarily geared toward the end user in providing detailed documentation on how to enter an item into the BoardDocs Agenda Software Understandingly the focus of the Manual is to provide a written document on how to use the BoardDocs software please note that the life cycle of a Board Item is a three step process starting with the Office of the Superintendent The following snap shop summarizes the function of each team as a cohesive unit in the preparation of a Board Item o Office of the Superintendent Monthly email reminder to the Users for e Publishes dates for Board Item review sign
29. ons found in sections 4 0 thru 4 8 Make sure you refer to the applicable Executive Limitations when writing your item Please include the Ends Condition Policy 1 0 as found on page 3 of the Board Policy Manual MSIP STANDARD 8 11 The District s facilities are safe All MSIP standards are posted on the KCMSD website You can also access the MSIP standards in BoardDocs Please click on Library The navigation path on our website Access the Districts website Click on About KCMSD gt View the Links on the Right Side Scroll down to MSIP information STRATEGIC PLAN GOAL AND OBJECTIVE Goal 3 Operate efficient and effective supports for learning Objective 3 10 Provide adequate technology resources for students and staff Follow the same navigation path as above access the KCMSD website gt click on About KCMSD gt View the Links on the Right Side gt scroll down to MSIP information gt midway thru page see Useful Documents gt click on Final MSIP Accountability Turnaround Plan Submitted to the State Updated 01 13 09 Plan and objectives can be found in this document PROPOSED OUTCOME The proposed outcome is to provide for a safe and secure technical environment The outcome must be applicable to the Board Item that you are proposing METHOD OF ASSESSING THE OUTCOME Identify the process or method that you set up to record contract effectiveness tracking measureable results gains ongoing review to ensure co
30. rs THROUGH J Wm Covington Ed D Superintendent of Schools Supt s name amp Title THROUGH James Doe Assoc Supt of Widgets name of Executive Cabinet Chair or FROM Jane Doe Executive Director of Sampling name and title of person submitting SUBJECT Husch Blackwell Sanders LLP Statement for Legal Fees for June 2010 203 159 DATE Month Date Year 2 Board meeting of the Month BOARD ITEM 010 B XXX XXX number received from Supt s Office PROPOSED RESOLUTION Move the approval of the recommendation of the Superintendent of Schools to approve the Purchase and maintenance of ATTACHMENTS Quote of purchase of rental units Memo of Understanding XXXX Service Agreement XXXX Previous year Board ITEM XXXXX Vendor s certificate XXXX REASON FOR RECOMMENDATION Board approval is required for expenditures that exceed one hundred fifty thousand dollars 150 000 per Board Policy 4 3 Financial Condition amp Activity or The Superintendent of Schools requires all contracts service agreements to be considered by the board per Policy 4 3 Financial Condition amp Activity Created by cclark l Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 17 of 40 m E ent Kansas City Missouri School District Information Technology Services BOARD POLICY Per the item that you are proposing you must refer to the Board Policy Manual For Policy Category Executive Limitati
31. ry changes prior to item activation for publishing Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 20 of 40 Kansas City Missouri School District The following FAQ will help you determine when Information Technology Services Approve Edit YorN Yor N Explanation Originator Routed to Budget Yes No If the Item is Approved by the enters item Budget Department and then routed to the 1 level approver the 1 level approver can edit the Item If the error is not detected at that time the 2 level Approver can edit the item Routed to Budget No Yes If the Item is routed to the Budget Department waiting to be approved the Originator can edit the Item at this time The Originator must contact the Budget Department ASAP so that both parties are not editing the Item at the same time Level Routed to Next Yes Yes If the Item is still waiting to be Approver Level Approver approved by the next Level approves Approver You can edit and the item make the necessary changes OR and detects YOU CAN REJECT THE and error Item and the Board Item will be routed back to the originator Board Item No No Once an item is approved by all is approved levels of approvers you do not and Routed have the option to edit If an to the error is detected at the Board Board Services level you must contact Publisher Board Services ASAP to request that the item is not activa
32. s deleted ong Lom ornm Route t er Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 32 of 40 Kansas City Missouri School District Information Technology Services How do l print my agenda Items and attachments Agenda Items are printed using several methods You do not have to log into BoardDocs to print the agenda items and or attachments Public Site e If you are accessing BoardDocs via the Public Site select the tab Meetings View the pull down Menu of all active Meetings select the meeting you would like to view and ot print gt BoardDocs Windows Internet Explorer provided by The Kansas City MO School District S _ Ge ie 8 https www boarddocs com mo kanscsd Board nsf Private open amp login v 4 45 x ive Search p File Edit View Favorites Tools Help wow Boardbocsb j A Bl dh Page Cy Took Kansas City Missouri School District Kansas City Missouri School District a moe ar See Vic a Oe Welcome Meetings v Policies Library v Options v Active Meetings x v Agenda Review Wednesday May 12 2010 Print the View the https www boarddocs com mo kanscsd Board nsf Private open amp loginst f Trusted sites amp 1005 7 Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 33 of 40 Kansas City Missouri School District Informat
33. s entered within BoardDocs the originator will then do the following Approval Route Tree Status must be ACTION Consent Select the appropriate Approval Tree for that department The BUDGET DEPT is notified via email that an item is submitted Rep will then prepare and attach fiscal impact statement Approval Routes are described below Responsible Approver Approval Process Public Affairs Mrs Houston Stewart Originator Communications 1 level approver Budget Department fiscal impact Mrs Houston Stewart Dr Covington Board Services for Publishing Purchasing Mr Cary Newsome Originator Specific Items 1 level approver Mr Cary Newsome Budget Department fiscal impact Dr Rebecca Lee Gwin Dr Covington Board Services for Publishing Security Mr Michael Rounds Originator 1 Level approver Budget Department fiscal impact Mr Michael Rounds Dr Covington Board Services for Publishing Transportation Mr Michael Rounds Originator 1 level approver Budget Department fiscal impact Mr Michael Rounds Dr Covington Board Services for Publishing Board Services Items submitted from Board Services and Board Members Board Services Board Services Originator 1 level approver Board Services Budget Department fiscal impact Board Services for
34. ted for Publishing Board No No Board Services will not approve Services and or edit any items If an approves error is noted the approver s and or edit must contact Board Services to an Item request that the item is not activated for Publishing Created by cclark i al Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 21 of 40 e Kansas City Missouri School District Information Technology Services What is the District s Approval Routes for processing a Board Item 1 APPROVAL ROUTES A route or Approval Tree is set up for each Department When an Item is entered within BoardDocs the originator will then do the following Status must be ACTION Consent Select the appropriate Approval Tree for that department The BUDGET DEPT is notified via email that an item is submitted Rep will then prepare and attach fiscal impact statement Approval Routes are described below Approval Route Tree Responsible Approver Approval Process Accountability Dr Mary Esselman Originator Research amp 1 level approver Budget Department fiscal impact Assessment Dr Mary Esselman Dr Covington Board Services for Publishing Athletics Mr Luis Cordoba Originator 2nd level approver Kimble Anders Budget Department fiscal impact Mr Luis Cordoba Dr Covington Board Services for Publishing Business amp Fina
35. tion the attachment is then removed from your Board Item Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 31 of 40 Kansas City Missouri School District Information Technology Services Boss dutsa Pre Windows isteran Explores mer m o wo 4B reps Imm boorddocs condeio ans cod Bod nef Priv sre openidooindr a x er e hd vw Search Web i qd dde o Dy legate your Todbe Now OMe gt exe Dre tates gt phew d de jacon ts mme IF28 McGee St Gute 1009 04100 216 418 Kansas City Missouri Schoo District a Wakome 7 Meatings My Agenda Items mows intermit ETIEDD Det 13 2010 wed Agerda aves Meeting 3 Daiate tha tie gt 2 1 ud Senplie Bord Item Peck TRACK Submitters pd 094 2 gt o Board Item Mumbar tast Tele of Mem 45 Anm Readers pc Loom Route t GS NOST PIE Widses Inte nel S E rites fee oor ddocs cons eoso ane cod IBooed ref Pri teo didogindr amp ox Rc fe tdm aw favcrtus Toate fiel Z vw tennh Web S e BD d uude exe Toca Moe 0 4 steppes e re tatoo T Nem amp m powdoocsib Pio o O ib iye Qtou 7 1213 MoGee St fasts 1009 0410S 216 418 Kanses City Missouri Schoo District de nome gt Mectiege My Agenda Items Det 13 2010 Wed Apend Review Meeting 010 B 000 047 Semple Sowa Item 5000 00 Board t feurrber tuat Tele of therm 4 vendo Board Item after attachment i
36. uen Kansas City Missouri School District Information Technology Services How do I make a change to my Agenda Item after submitted it to the Approver You can edit the Board Item upon selecting Save this Document The Item is not routed to the Approver This would allow you to continue working on the item until you have all of your supporting documentation from the various departments IF the Item is waiting to be approved by the BUDGET DEPT you can edit the item to make any necessary changes This is the only opportunity to make changes to your item prior to the 1 level approver approving the item Once the Item is approved by the BUDGET DEPT you the Originator cannot make any additional changes THE 1 level approver can make the necessary changes or corrections that are required prior to final publishing by the Board Secretary The 1 level approver can however elect to REJECT the item to be routed back the ORIGINATOR AMEE Online 3 9 Cited LANSE gowereu by Rost Tizener Tam Speed Online D OM Mel Sewwerty avem Seats urxke pad apoi Ld ape 4 ub cy A we a tf Q mg omen I PR oT e https Jw b oor occ s commas cs dB ord ne Prate open l nq m gsar dsc L Kansas City Missouri School District Kansas City Missouri School District Wetcome Meetings Paboies Library My Agenda Items x ww R4 Qu dg not haue any draft oc workin Recome Seve tama at thie terres on Save this docum
37. ur item 1 On the MEETINGS Tab click on MY Agenda ITEMS Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 9 of 40 Es Oe Kansas City Missouri School District Information Technology Services dDocs Windows Internet Explorer provide Ge 37 https www boarddocs com mofkanscsdfBoard nsf Private open amp login E gt X ive Searct Pix File Edit View Favorites Tools Help Da amp 49 BoardDocsd a EJ dh Page iG Tools Kansas City Missouri School District Kansas City Missouri School District pep ome A EOE weicome mectinos sic oror EE Active Draft Kansas City Missouri School My Agenda Items District O May 12 2010 Wed z A Aganda Rescue Kansas City Missouri School District The Kansas City Missouri School District is joining other districts nationwide in moving to paperless board meetings Done f Trusted sites R 10095 gt BoardDocs Windows Internet Explorer provided by The Kansas City MO School District EJ Y https www boarddocs com mo kansesd Board nsf Private open amp login Y 4 X Lis Search Pir 7 File Edit View Favorites Tools Help gt we ode BoardDocs ta EJ dh sb Page Of Tools Kansas City Missouri School District Kansas City Missouri School District E Home y tog Out I I i Welcome Meetings Policies Library
38. varying results of the printing option Created by cclark Last printed 9 30 2010 5 00 00 PM Last saved by Administrator 35 of 40 Kansas City Missouri School District Information Technology Services 2 BoardDocs Windows Internet Explorer provided by The Kansas City MO School Distr e o E http www boarddocs com mo kanscsd Board nsf Publica se e x Pir File Edit View Favorites Tools Help A gt We Ge BoardDocs RT EJ d h p Page iG Tools Simple Agenda BAASi Agenda current gendo Hem TTE Wednesday May 12 2010 Agenda Review 1 Call to Order and Roll Call 2 Approval of Board Member s Absences 3 Approval of Agenda 2010 Valedictorians Salutatorians 4 Approval of Minutes Consideration of the Regular Business Meeting Minutes for April 28 2010 Riidaet Warkchan Maw 19 2N1N and Ritdaet Warkshan Maw 11 01n Print Done s Trusted sites 1009 lllustration 1 1 example of a simple agenda 2 BoardDocs Windows Internet Explorer provided by The Kansas City MO School District ae e gt hd E https www boarddocs com mojkanscsd Board nsf Privatezopen amp login a 7 X e Searel B File Edit View Favorites Tools Help te ae d BoardDocsi fn EJ dh p Page X Tools ne ould y er eric mi gt SCUUTHCIOTTS Simple Agenda Detailed Agenda Current Agenda tern EE 010 B 005 015 Integrated Custom Software Renewal 1 55
39. y Missouri School District amp Miam 77 necting My Agenda Items Oct 13 2010 Wed Agenda Raven Mestrg D10 B Q00 069 Vendor Kame 5 000 00 Dove O rare im e E Please use a hyphen to separate the components in tbe Subject line Access Select Public Agenda Type Use the pull down menu to choose the applicable type for your item The types listed correspond with the manual process of identifying a board item See chart below for additional help Fiscal Impact If the item to be listed will have an impact please select Y otherwise select N If you anticipate that the item will ultimately have a fiscal impact you would also select Y If you have questions please do not hesitate to contact Board Services Budget source The budget source is your account number that you would use to fund an item In some cases the funding source might require several account numbers if so you can enter text in the field ze see following and then list the applicable account numbers in the content of your Board Item Dollar Amount Record the total dollar amount of your proposed item This field can remain blank until you verify the amount requested Upon verification find your agenda item with the category previously selected click on edit and then you can enter the dollar amount Recommended Action leave blank Approver Tree Use the pull down menu to choose the applicable approver tree for yo
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