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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.