Agenda Management System

Problem: The Washington State Utilities and Transportation Commission (WUTC) regulates the rates, services, and practices of privately owned utilities and transportation companies. WUTC manages a lot of critical data to ensure that utility and transportation services are fairly priced, available, and safe.

To manage their annual Open Meetings process, UTC analysts and managers relied on a combination of disparate systems including record management systems, macros, and network drives. The result was a cumbersome system relying heavily on manual processes and lacking document version control and proper user access.

Solution: Marquam Group developed a template-based Agenda Management System utilizing Microsoft SharePoint (MOSS 2007 / WSS 3.0). These combined elements support agenda items, workflow, research, and related documentation of intra-agency collaboration before, during and after the agency meetings.

The solution is designed as a collection of modular templates with features that can be assembled and customized:

• Calendar for listing important meeting events and schedule
• Custom list for managing individual agenda items
• System generated Word Agenda document
• Agenda Item and Document Parking Lots
• Document library for linking supporting documents to individual agenda items
• Reminder Notifications
• Reminder Settings to manage notifications
• Tree navigation for quick access to meeting sites
• Integrated Workflow
• Advanced security features