HomeMy WebLinkAboutNovus - Creating New Item Directions 1 Creating New Item
Go to Novus Agenda
login:
https://iowa city.novusagenda.com/
Login with your
username and password
When you log in, Novus
will open to the HOME
screen. Here there are
3 sections:
My Draft Items – These
are draft items
everyone has started
and are working on.
Items Waiting On Me –
These are items that
are waiting for YOU
(either to approve or
revise if sent back by
the Dept head)
My Items On Next
Meeting – These items
have been approved by
the department head
and are either
APPROVED or PENDING
and waiting on approval
from the CMO/CAO
2
Click on
1. Use the drop down
arrow to select the dept
(use the dept for who
you are entering the
item – NDS has divisions
to choose from)
2. Select the agenda
type
3. Select the category
(where the item will be
placed on the agenda
4. Click Create new
item
3
1. Fill in the Title* (this
is your short RED title
for the agenda)
2. Choose Agenda
Category from drop
down (should already
be filled in from
previous screen)
3. If you need to create
a CAR, check “Item has
a Coversheet” and also
check “Action Report”
4. If you will only have
an item and comment
on the agenda and no
supporting documents,
then everything should
be unchecked
5. Planning & Zoning
Items should check
“Item has a
Coversheet” and also
check
“Correspondence”
4
Fill out the following
fields:
A. Agenda Item – this is
your LONG title that
will appear on the
agenda and should
match the title of your
resolution/ordinance.
B. Agenda Comment –
this is the comment
that will appear on the
agenda. Please type
“Comment:” before
you add yout text.
When completed Click
SAVE. (Once you Save
you can go back to edit
your information at any
time)
From here you can
continue to enter
information for your
CAR (or) skip down to
the meetings tab
directions and assign a
meeting, and then
come back to finish
your item later.
5
The next section is
what you will fill in to
create your CAR
(COUNCIL ACTION
REPORT)
Fill out the following
fields:
C. Prepared By
D. Reviewed By
E. Fiscal Impact
6
Continue with your
CAR (COUNCIL ACTION
REPORT) information
Fill out the following
fields:
F. Staff
Recommendations
G. Commission
Recommendations
H. Attachments (list any
attachments such as
resolution, ordinance,
memo, minutes)
7
Continue with your
CAR (COUNCIL ACTION
REPORT) information
Fill out the following
fields:
I. Executive Summary
J. Background/ Analysis
When completed Click
SAVE. (At this point,
you can Save and still
go back to edit your
information at any
time)
Click the Meeting tab.
8
Under Scheduled
Meeting, it will say “No
Meeting assigned”. You
will now assign your
item to a meeting.
1.Make sure Meeting
Type is correct
2.Go to Meetings
within and choose an
option from the drop
down menu
3.Click Search
4.Meeting date(s) will
appear at the bottom
5.Click on icon
once you find the
correct meeting
9
Check the information
under Scheduled
Meeting to make sure
your item has been
assigned to the correct
meeting.
Click
10
If you have an
attachment(s), click the
Attachments tab
1. In Description field,
enter the attachment
title (This title will
appear on your CAR or
cover sheet)
2.Upload File: click
BROWSE to retrieve
your attachment
3.Click
4.Click
To upload additional
attachments, follow
steps 1-4 again
NOTE: If an item is
“attached” to a
Res/Ord, please scan
them as one document.
Otherwise make the
documents a separate
attachment from the
Res/Ord.
11 If you need to edit or
delete an
attachment, use the
tools on the right
side of the
attachment.
= delete
= edit
??? = update
Please put the
attachments in the
order you would like
them to appear in
the packet. Use the
arrows to move
them.
Resolutions and
Ordinances should
come last (unless we
receive
correspondence to
accept, then I’ll add
that last)
12 When you are
completely finished
with your item…..
If you need to have
approval from multiple
department
directors….(skip to the
next page)
To push your item to
your Department
Director ONLY for
review.
Click the Inside
Routing tab
1. Click
Window will appear at
the top of the page;
click “OK”
13
If you need to have
approval from multiple
department
directors….
On the Inside Routing
tab, Click Routing
Customization at the
bottom of the page.
14
Click New Step, to
create a custom
workflow.
15 1.Under Step 1, Click on
the dropdown arrow to
choose the first
Department Director
you want the item to be
routed to.
2.To add another
department director,
choose Add To Step,
and again use the
dropdown arrow to
choose another
Department Director.
3.Continue this until
you have everyone
added that needs to
review the item. (minus
CMO/CAO, they are
included in the outside
routing)
NOTE: Make sure you
add back in your Dept
Director at the end,
since you are creating
a new workflow.
4.When you are
finished with creating
your workflow, Click
Submit To Route.
Once you’ve submitted
an item, you cannot
add/edit anymore.
16 After your item has
been submitted, Novus
Agenda will take you
back to the Items page.
1. To see the status of
your item, fill in the
search criteria fields.
2.Click on Show
Submitted/Approved
Items radio button
3.Click
Your item should
appear under Search
Results.
Once an item has been
approved by a Dept
Head it will move to the
My Items On Next
Meeting with a Pending
status until it is
Approved by the CMO
and CAO.
17
Novus TIPS:
STRIPPING FORMATS:
When you copy and
paste text from
somewhere and paste
into Novus, it will carry
over the formatting
which can mess up a
document.
To strip the formatting
from an item:
1. Do NOT highlight the
text
2. Click on the
paintbrush
3. Choose strip ALL
formatting (may have to
try one or more options
depending on where the
text came from)
4. Click SAVE
18 COPYING ITEMS:
If you want to copy an
existing item and all
the information and
attachments to another
meeting…
1. Click on Items
2. Choose Show
submitted/Approved
Items
3.Can use other fields
to narrow search
4.Click SEARCH
Search Results will
appear below.
1. Click on the
clipboard to the left of
the item
19
Fill out the fields in the
pop up window
There are some new
icons on the tool bar:
= This is a screen
toggle and will enlarge
or reduce the text box
you’re working in.
= This will enable
track changes (this is
within the program
ONLY)
= This accepts ALL
track changes
= This rejects ALL
track changes
= This will
create a grid/table so
you can create columns
and have your items
lined up evenly
20
If you get an item
returned to
you…..check the
Comments tab, the
approvers should be
leaving an explanation
as to why they
disapproved so that you
can fix and resubmit.
To leave a comment:
Click on the Comments
tab, type your
comment, and click
ADD
21 The Inside Routing
tab reflects where
the item is in the
workflow, and shows
the person the item is
waiting on what steps
have been
completed.
The Outside Routing
tab shows the last
two steps of the
approval process
(CMO/CAO) and
where the item is in
that process.
The History tab will
provide information
on who created the
item, if anyone has
made changes, and
shows who has
approved or
disapproved and give
the date and time of
each action.