eSCRIBE Presentation CUSD

Paul Mackin, Vice President

December 16, 2019

Agenda

• Product overview

• Description of eSCRIBE Generic Meeting process and terminology

• Demonstration

• Technical discussion

• Project Implementation

• Support

• Closing thoughts

2

Demo Approach

• We have ninety minutes

• Rather than save questions to the end, suggest we manage them as we finish a section of our demo or presentation

• This is CUSD’s time, so if you need to see something – ask!

3

Introducing eSCRIBE

What is eSCRIBE?

•Meeting Automation – not simply agenda preparation

• Aligned with the Microsoft Technology Stack• Seamless integration with Microsoft Office/Office 365

•Wide variety of possibilities to integrate into other systems• Records Management Systems including OpenText, Laserfiche, Documentum

• Easy website integration

• Focus on Accessibility• WCAG Level AA (ADA) compliant

5

What is eSCRIBE? (cont.)

•Cloud based Commercial Off the Shelf (COTS) Software• Highly Configurable

•Turnkey solution• Meeting/Agenda management

• Video

• Voting

• Council Access

• Web Publishing/Integration

6

A statement of approach

• What you do and how you do it is great and it has served you well.

• eSCRIBE does many of the same things, and some additional things, but does them differently.

• This is not a condemnation of your existing approach but eSCRIBE an automation tool and that means:• A standardized business process

• Slightly different approach – but same desired outcomes

• If your process were perfect, you wouldn’t be looking at us so let’s work together to make things better.

7

eSCRIBE baseline business process

Publishing/Archiving Meeting Logistics

Task/Action Log

ManagementAgenda

Management

Minute Management Meeting Management

• Meeting Scheduling

• Outlook/email Integration

• Deadline Management

• Attendee Management

• Collaboration Workspaces

• Rules Based Publishing

• HTML and PDF Publishing

• ECM Integration for Storage

and Archiving

• Report Collaboration

• Flexible BPM

• Agenda Creation

• Agenda Approval/Distribution

• Exception Management

• 2 Tier Task Management

• To Do Lists

• Outlook Integration

• Deadline Management

• Reporting and Analytics

• Conducting Meeting

• Procedural Support

• Voting/Decision Making Support

• Minutes

• Integrated Action Log

• Post Meeting Editing

• Video Tagging

• Approval/Distribution and

Publishing

AdministratorsParticipants

PublicContributors

eSCRIBE Business Process and Roles

Demonstration Agenda

• Meeting Creation

• Staff Report Automation, Collaboration and Workflows

• Agenda creation

• Agenda approvals, distribution, publishing and updates

• Councillor Access: Portals and Apps

• Conducting the meeting, Webstreaming, Voting, Minutes, procedural management

• Post meeting activities, minutes updates, tasks and action items, video tag editing, web publishing

10

Demonstration

11

Technical Discussion

Cloud Solution

• Regional Microsoft Azure Data Centers:• Primary: Washington State

• Backup: Virginia

• No foreign Storage or Backup

13

Technical Assumptions – eSCRIBE is “IT Lite”IT Focus Area Options/Standards

Authentication • Dual Sign on (Forms Authentication)• Single Sign on

• ADFS • Azure AD

User Environment • Web Browser for staff• IE (11)• Chrome (Latest version)

• Office version 2010 – O365• High speed internet access

Web Publishing • iFrames (appropriately styled by eSCRIBE)• Web Publishing API

3rd Party Applications • Review on a Case by Case basis• ERDMS – numbers options available

Webcasting+ • eSCRIBE provides encoder, IT connect it to camera and network

14

Robust Security Measures

• The Azure datacenter has 90+ compliance offerings

• Up to date malware & anti-virus libraries

• eSCRIBE conducts annual third-party penetration tests• The most recent test was conducted in Dec 2019

• On request, Customers are invited to participate in this yearly test collaboratively with eSCRIBE

• eSCRIBE is happy to share results of this test under non-disclosure

15

Additional Options Available

• Real time mirroring with automatic switchover

• Customer dedicated fibe connection to Azure

16

Onboarding

eSCRIBE Onboarding Approach

• Focused around minimizing manual workarounds & maximizing efficiencies

• Today’s world is changing the expectation of how we consume information• ex: native HTML formats vs large PDF files

• eSCRIBE doesn’t ignore the fact that change is coming to your organization, we help you deal with it

18

Configuration & Training

• eSCRIBE is built around best practices, we will review configuration options available to you.

• 1st year includes Unlimited Group Training Subscription

• Following training, you will have one on one workshop time

• We will focus on a crawl, walk, run approach to learning

19

Roll Out

• Once core champion group is live using eSCRIBE for initial use, Implementation Lead will work with you to map out a roll out plan

• Roll out phase means eSCRIBE is being used for all types of meetings and reports that is desired

• Implementation Lead will act as your Coach through this phase

20

How long does it really take?

• It’s really up to you – our goal is 3-4 months

• Sample Durations:• Shortest implementation on record: 2 weeks

• Longest: Over 1 year

• Average for City of 100K people, 4-6 months

• Customer’s ability of resources and speed to absorb is generally more variable.

21

Project Team

Feel sure!

• 250+ implementations:• Project communication is described in RFP response

• Methodology is standardized

• Training is standardized and complete

• Documentation is on-line, current and continuously updated

• Talk to our clients!

23

eSCRIBE Support

ask our customers…

eSCRIBE Solutions is many things

• Best of class Meeting Management Solution

• Industry leading technology

• Most of all eSCRIBE is about its Customer Experience• Great implementation experience

• Stable, highly functional software

• Amazing customer support

25

eSCRIBE Support

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Why eSCRIBE?

A solution you can, and will, use!

• Best of Class solution

• Unparalleled integration with Microsoft

• Full meeting automation – not just agendas and minutes

• New modules released annually

We want your business

• We will work to earn it

• A focus on Change Management

• We can get you live and do it in a timely manner

• Aggressive Pricing

• Amazing Support – again, talk to our customers!