Installation & Setup Manual
Contents
1. C Program Files RollCall Pro Results onfiguration Files Current File Auto Print Results after each Vote Board Member Names 1 2 3 4 5 6 7 38 9 Clint Westwood 21 Member21 41 Member41 Doris Night 22 Member22 42 Member42 Mary TylerLess 23 Member23 43 Member43 Johnny Credit 24 Member24 44 Member44 Billie Jean Queen 25 Member25 45 Member45 Deve Numberman 26 Member26 46 Membere Bob Newlung 27 Member 27 47 Member 47 Oprah Losetrey 28 Member20 48 Wemberd Tigerlrons 29 Memberz9g 49 Member49 May East 430 Member3 50 Member50 Member11 s 31 Membe3 51 Member51 Memberi2 32 Member32 52 Member52 Member13 s 33 Member33 53 Member53 Member 14 34 Member34 54 Member54 Member 15 35 Member35 55 Member55 Member16 36 Member36 56 Member56 Memberi 37 Member3 57 Member57 Member18 38 Member38 58 MemberS8 Member 19 39 Member 39 59 Member 59 Member 20 40 Member 40 60 Member 60 IED 04 uoIssnosiq Welcome to RollCall Pro Figure 3 4 Configuration Setup Screen Installation amp Setup of RollCall Pro System Majority Vote 3 14 3 1 1 Number of Members This is the Number of Board Member panels th2. Roll Call Pro The Wireless System Installation amp Setup Manual Published by Current Works Inc December 2007 RollCall Pro Version 2 05 Contents i RollCall Pro Installation eueeeee eese 1 1 1 1 System Requirements eeeeeeeee esee eene enn 1 1 1 2 System SOItWAFO icc nectar E Ce ee up tro so duu ei ecu diae dose S ENO 1 1 1 2 System HardWare oou ioa iux oxi exa n asta a ERA MS ER ES E EH UA 1 8 1 3 Typical Installation iiie cete a ou en aro Eo Pase espe aa Sie cerei e ear Eten ESbs 1 8 2 Starting RollCall Pro System eee eee e eee eren 2 9 3 Setting Custom Configurations eeeee eee eese eene n 3 13 3 1 Setup Cohfigurallollis xc ee enpcuuce sa uexus2nsc uuu ences rere drznsc cre Ees us 3 14 3 1 1 Number of Members ecce e eere e eee 3 15 3 1 2 Name Assignments seeeee eee eene nnne 3 15 3 1 3 Nomenclature i eecige ue ode uEE Eubr ses eai e EuvhroeuES E sNE E rRE ED EE EE 3 15 SFA RESURS ranei IL IT 3 16 SAD ONL SIZE aeaa tuat ns Via Rog ui c 3 16 3 1 6 Save Custom Configuration 3 17 32 BUSINESS RUES eee 3 18 3 2 FITSE VOUNG POSITION EE E 3 19 3 2 2 Initial Voting Criteria eiue dco on exon Eos na sexe SE EP ese cussE dina e 3 20 3 2 3 Minimum Number o
3. Setup of RollCall Pro System 2 11 9 The first step is to select how many voting members will be active in this Board Council Click the radial button next to the number in the top left corner of this screen The minimum number of members is five and the maximum is 60 The default configuration was set at ten 10 Next type in the names of each member of the Board Council in the appropriate fields on the right hand side of this screen In some cases it is easier to enter these names according to their District numbers than in alphabetical order but they can be entered in any order you like The one exception to this flexibility is if the Mayor or Chair or President only votes in the case of a tie vote that tie breaker person must be put in the 1 position This is the only position that can be customized to vote in the case of a tie 11 At this point you can save this initial configuration by clicking on the green Save File button on this page You should name this file appropriately e g City Council 2007 or County Board 10 2007 Note that if you are running the program from a network server you have the choice of saving the configuration file either on the local PC usually the C N drive or the network mapped drive The configuration file as well as the results file probably should be saved on the network drive for easy access and retrieval at a later date from any location in the network 12 To see the scree
4. Boards like to use YES NO ABSTAIN where others like YEA NAY ABSTAIN If you would like to make up your own custom terms then select Custom Nomenclature and type in the text you would like to see on your RollCall Pro Display Screen Results Nomenclature Custom Nomenclature YES NO ABSTAIN YES ip C YEA NAY ABSTAIN NO s Nope C FOR AGAINST NEITHER 9 iUnd C CUSTOM Figure 3 6 Choose Nomenclature to be Used Installation amp Setup of RollCall Pro System 3 15 3 1 4 Results This section allows you to choose whether to save the voting results what format they should be saved in text or comma delimited data and where they should be saved The defaults are to save them as a text file in the Results folder in the RollCall Pro Folder the RollCall Pro Installation process provides a Shortcut on your desktop to this Folder Note If you wish to save the Results somewhere different than in the RollCall Pro folder like on the Network Server you must specify the location path to where you want the Results saved This is done in the Directory File Name field on this screen You can also choose to have a copy of the RollCall Pro voting results display screen automatically printed at the conclusion of each vote This provides a paper record of the voting Results This would be of value if anything happened to the computer during the meeting This option requires that a printer be connected to the computer during the
5. CALL ROLL CALL ROLCAL ROLCAL ROLLCALL ROLLCALL ROLLCALL ROLCAL ROLLCALL ROLLCALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL Proceed Welcome to RollCall Pro Majority Figure 2 6 Default Settings Screen 5 To change this Default Settings Screen to your own Saved Configuration you begin with a Right Click anywhere on this Default Screen A small pop up window appears with a few options Select the Hide Unhide Tabs option ROLL CALL ROLL CALL Cancel Current Vote Start Public Timer ice Untide Tabs About RollCall Pro Exit RollCall Pro RollCall Pro ROLL CALL Figure 2 7 Pop up Choice Hide Unhide Tabs Installation amp Setup of RollCall Pro System 2 10 6 The Function Tabs on the right side of the screen will appear see Figure 2 8 below unon vossos E i E 2 amp e Welcome to RollCall Pro Majority Figure 2 8 RollCall Pro Display Screen 7 To create a custom configuration for your Board Council click on the Setup tab along the right side of the screen to begin this configuration process 8 Onthis Setup page you will find a few pieces of basic information are required for the initial Setup X Number of Board Members Board Member Names La ONS oat ur aru Le 1 Mayor 21 Member 40 41 Member 60 ce 4 C22 90 C
6. Position is as the Tie Breaker Position This means that the position 1 only votes when a tie occurs 2 cannot Abstain and 3 the voting display for the is Not Required unless there is a Tie Vote This position is typically filled by the Mayor Chairman or President of the Board The second choice for this position is acting as a Normal voter and voting along with everyone else on the issues This position will NOT break ties If a tie vote does occur the display will simply show the vote as a tie The Board would use its own Rules of Order to decide how the tie vote is resolved The last choice in this section is to display the name of the person in charge but not to give them any voting rights at all For example a City has a Mayor that is not allowed to vote on issues but regularly Installation amp Setup of RollCall Pro System 3 19 sits with the rest of the council members In this case the Mayor s name would be displayed he she would be recognized for speaking on issues if the Request to Speak function is enabled but not allowed to vote on any items Rules for Top Voting Position Business Rules for Top Position RAICES ECC E SAA GILL A uh bole ciel dees deel 1 ONLY Vote when a tie occurs Top Position acts as Normal Voting Position like Others 2 Abstain Button Disabled C Top Position acts as a NON Voting Position Display Name Only 3 Displays RollCall Pro Figure 3 12 Define the Role of the Positio
7. Pro Configuration Files as you like in the RollCall Pro folder Configuration Files Current File Figure 3 9 Retrieve or Save new Configurations Note Again if you want to save the RollCall Pro software program and related configurations on the network server you must specify the file location path to the RollCall Pro folder and the Configuration folder on the Server Save Voting Pro System Confiuration File Save in C3 Configurations 3 ex E3 10MemberExample rcc City Council 2007 rcc County Board Nov 2007 rcc My Network File name County Board Nov 2007 rcc v Places Save as type RoliCall Pro Configuration Files v Figure 3 10 Save or Retrieve a Custom RollCall Pro Configuration File Installation amp Setup of RollCall Pro System 3 17 3 2 Business Rules The Business Rules for the RollCall Pro System specify the operating Rules of Order that you use to conduct business and legally Vote on decisions The areas that can be changed in these rules include Rules for the first Voting Position Initial Voting Criteria Rules for Minimum Voters Quorum Activation of the Request to Speak Function Activation of the Present Not Present Function Activation of counting Abstain Votes toward the Majority Function Activation of Displaying the Votes when the Last Voter Votes Function Business Rules are once again accessed via the Tabs on the right side of the
8. SB 46 5 2 Member2 22 Member 40 42 Member 60 Lm LP c 23 CH Cc 39 DONT 3 Member 3 23 Member 40 43 Member 60 ic 8 waa os C32 yf 40 1048 C188 4 Member 4 24 Member 40 44 Member 60 C9 Tite os eC nt issn ate ug rb IED 1094 uoissnosi le 40 r 48 C 26 C34 r 42 c 80 gt 58 5 Member S 25 Member 40 45 Member 60 cH c 49 C27 c 36 C43 cS c 59 6 Member 6 26 Member 40 46 Member 60 it S12 et 20 Zon aon 144 810252 8n 60 7 Member 3 27 Member 40 4 Member 60 Results Nomenclature Custom Nomenclature 8 Members 28 Member 40 48 Member 60 YES NO ABSTAIN vES vp 9 Member9 29 Member 40 49 Member 60 _ YEA NAY ABSTAIN NO Nope 70 JMember10 30 Membera0 50 Member60 FOR AGAINST NEITHER 11 Memberi 31 Member40 51 Member60 C CUSTOM MEL uo Mn Results Font 13 Member13 33 Member40 53 Member60 Directory File Name 16 Memberi 36 Member 56 Members C Documents and Settings BOB SCHROYERDesktop Result 4 s L 17 Member7 37 Member40 57 Member60 Anaua Klee 5 18 Memberi 38 Member40 58 Membere0 Retrieve File Save File fiemberis 39 Member40 59 Member60 OYER Deskt fgurations Def 20 Member20 40 Members0 60 Member60 Welcome to RollCall Pro Majority _ Current File Proceed o Figure 2 9 RollCall Pro Setup Screen Installation amp
9. Set the Voting Criteria Default Installation amp Setup of RollCall Pro System 3 20 3 2 3 Minimum Number of Voters This function allows the user to choose a minimum number of voters Quorum that must be present in order for the session to go forward If this number of Members does not buzz in to the initial Roll Call the Voting System will not proceed A notice will appear in the bottom center of the RollCall Pro Display Screen indicating an insufficient number of Voters is Present to conduct official business Likewise if the number of Members Present in the meeting falls below this Quorum during the course of the meeting the system will not allow a Roll Call Vote Rules for Minimum Voters Minimum number of Voters required for a session 6 Figure 3 14 Set the Minimum Members Present for the Meeting 3 2 4 Request to Speak RTS The Request to Speak function allows the Members to buzz in during the Discussion phase of the meeting to speak about the Item before the vote is taken The Members simply push the RTS button on their keypads and their intent to Speak is displayed on the Voting screen They are instantly placed into the queue of speakers in the order of their request This section allows the user to enable this function The default is to have this function Disabled Additional details about the use of this function are explained in the Operator s Manual Request To Speak RTS Enable RTS during the Discussio
10. additional assistance in the use of these tools please contact us Current Works Inc 1395 Horizon Drive Johnsburg IL 60051 888 526 1200 Email info currentworksinc com Website www rollcallpro com Customer Service available Monday Friday 8 30am 4 30pm CST Customer Service 6 28
11. al information about the installed version of RollCall Pro System that you have Cancel Current Vote Start Public Timer Hide Unhide Tabs About RollCall Pro Exit RollCall Pro Figure 4 1 Accessing About RollCall Pro The following figure shows the RollCall Pro System About RollCall Pro Box About RollCall Pro RollCall Pro Version 2 04 Roll Call Pro Copyright 2007 The Wireless System RollCall Pro was developed by Current Works Inc Help for RollCall Pro can be found in the User s Manual located on the RollCall Pro CD or in the installation directory labeled Documentation The latest version of the software can be found on the RollCall Pro website www rolicallpro com Figure 4 2 About RollCall Pro Box for Version 2 04 Installation amp Setup of RollCall Pro System 4 23 4 2 Cancel the Current Vote The Cancel Current Vote screen is also available from the right mouse click anywhere on the RollCall Pro Display Screen Cancel Current Vote Start Public Timer Hide Unhide Tabs About RollCall Pro Exit RollCall Pro Figure 4 3 Cancel Current Vote To cancel the current vote in the middle of a voting session Click on the Right Mouse button and the menu in Figure 4 3 will appear Left Click on the Cancel Current Vote menu item and then the system will ask you to confirm your cancellation and then press the Proceed or Vote button on the Leade
12. are Product The Software Th m S mm A t mmn A omo d an OO accept the terms in the license agreement I do not accept the terms in the license agreement TEM Iu oC InstallShiela Next Figure 1 3 Software License Agreement 6 Carefully read this agreement and when you are finished reading and willing to accept the agreement click on the I accept button and then the Next button to continue The next screen is a Read Me file of information about this latest version of the software This contains useful information about the system requirements customer notes and planned upgrades of this RollCall Pro software program Ts RollCall Pro InstallShield Wizard Readme Information Please read the following readme information carefully README for RollCall Pro Version 1 07 August 2007 c Copyright Current Works Inc 2007 All rights reserved HOW TO USE THIS DOCUMENT To view the RollCall Pro Readme txt on screen in Notepad maximize the Notepad window M Em Figure 1 4 Read Me File Installation amp Setup of RollCall Pro System 1 3 Click Next to continue with the Installation The next screen to display is the User Information Screen T RollCall Pro InstallShield Wizard Customer Information Please enter your information User Name p neie Organization MM Install this application for Anyone who uses this computer all users Only for me Figu
13. at you wish to display on the RollCall Pro Display Screen Select the number of members to display on the screen by clicking the radial button next to the number Number of Board Members CS oeo dE Bre See N IBS C 6 wile gee eek tdg t 5 4 E CE CAD C28 CS SS cC WEE C750 C8 Su NRPS Eger x ss x c xw r 29 Cop o y a C oo oM DE CAO 4 218 4 20 4 oe UC C00 t 798 RE 33997 c x2 3B Ne Sea Nt OT 1909 qur ug arc gi gu x a rA Oe Figure 3 5 Set the Number of Board Members in this Configuration 3 1 2 Name Assignments The most important part of the customization is the Name Assignments section This section assigns names to the display panels on the Voting screen This is accomplished by replacing Member X with the name of one of your Board Members It can be useful to number the Voting Members perhaps by District represented or by seating position to clarify which voting keypad is assigned to which member For example Keypad 3 will always buzz in to register votes for Member 3 Special Note If the Mayor or Chair or President only votes in the case of a tie they must always be assigned to Keypad 1 regardless of which District he she represents You can enter Voting Members names by clicking on the Member box and typing the name in place of the Member You can move to the next box with the keyboard Tab key 3 1 3 Nomenclature The nomenclature section allows you to customize the wording of your voting Some
14. directory Also note that the network installation will probably be C Program Files RollCall Pro as well but when connecting via a local computer the network drive will probably be mapped and a shortcut to the application should be created with the mapped network drive name 10 Once you have either chosen a new directory or left the recommended directory alone click on the Next button The next screen that displays is the Start Copying Files Screen that allows you to simply verify that the information you have given so far is correct Installation amp Setup of RollCall Pro System 1 5 i RollCall Pro InstallShield Wizard Ready to Install the Program The wizard is ready to begin installation If you want to review or change any of your installation settings click Back Click Cancel exit the wizard Current Settings Setup Type Destination Folder C Program Files RollCall Prol User Information Name Bob Company Current Works Inc Figure 1 8 Start Copying Files 11 If everything is correct click on the Install button If anything is incorrect click lt Back to correct the information before proceeding This 1s the last point where the program asks for information for the installation From this point forward the RollCall Pro System installation will start and copy files to your computer When the installation process is complete the Setup Complete Screen displays i RollCal
15. display screen this time selecting Options Tab for the Business Rules These Business Rules will be covered in depth in this section If the Tabs on the right side of the display screen are not visible Right Mouse Click anywhere on the screen to access the popup menu Select the Hide Unhide Tabs and the Function Tabs will appear along the right side of the screen pamm Cancel Current Vote Start Public Timer Hide Unhide Tabs About RollCall Pro Exit RollCall Pro Figure 3 15 Right click anywhere on RollCall Pro Display Screen amp get pop up choices Installation amp Setup of RollCall Pro System 3 18 Ej 4 RollCall Pro m Business Rules for Voting Defaults are Chosen To Change the defaults to accomodate your business rules either click on another radio button uncheck a box or fill in a different value HED 1104 Rules for Top Voting Position Business Rules for Top Position 1 ONLY Vote when a tie occurs C Top Position acts as Normal Voting Position like Others 2 Abstain Button Disabled 3 Displays RollCall Pro uoissnosi C Top Position acts as a NON Voting Position Display Name Only Request To Speak RTS Initial Voting Criteria Enable RTS during the Discussion Phase of each Vote Default Majority Vote gt 50 213 Vote gt 66 Default Disable RTS during the Discussion Phase of each Vote C 9 4 Vote gt 75 No Vote Required Rules for Minimum Number of Vo
16. e reset by the Leader before disclosure and recast their vote Rules for Automatically Displaying the Votes when the Last Voter locks in their vote C Show a status message that all Votes are Received Leader must click Proceed twice to display results Default Automatically Display Votes when the last Voter has Locked in their Vote Figure 3 18 Specify When to Display Voting Results 3 2 8 Save Changes When you have finished setting the Business Rules for the meeting you must click on another Tab to leave this page When you do you will be asked if you want to Save your Business Rules in the Configuration File before proceeding If you choose not to Save your changes they will be active during this session but will not be active the next time this Configuration is used Confirm 9 Figure 3 19 Save Business Rules Installation amp Setup of RollCall Pro System 3 22 4 Additional Menu Items When you right mouse click on the RollCall Pro screen you get a popup window of several options So far we have discussed the Hide Unhide Tabs function In this Section we will discuss the other four functions that are also available in this popup window We will also explain how to load Agenda Items into the program prior to the meeting 4 1 About RollCall Pro The About RollCall Pro screen is also available from the right mouse click anywhere on the RollCall Pro Display Screen This window provides addition
17. er the network installation differences will be noted the major difference being where you install the software and where you save the Results Note To install onto the network you must install the CD onto the network server computer BUT the RollCall Pro USB SideKeys receiver must be installed on the local PC in board council chamber in order for the keypads to work correctly 1 1 System Requirements Minimum system requirements to run RollCall Pro include the following Pentium III Processor Microsoft Windows 2000 125 MB of RAM minimum Full install size 10 MB Microsoft Windows XP Home or Professional Edition 128 MB of RAM minimum 256 MB recommended Full install size 10 MB Microsoft Windows Vista Edition 256 MB of RAM minimum 512 MB recommended Full install size 10 MB CD ROM drive and USB port RollCall Pro Hardware USB SideKeys Receiver II 3 or 4 and Keypads Disk space requirements for RollCall Pro installation The RollCall Pro Setup installs all of its files on the drive where the Windows operating system is installed The default directory is C Program Files RollCall Pro 1 2 System Software To install RollCall Pro software 1 Load the RollCall Pro System CD into the CD ROM of the computer 2 The Setup program should automatically start Installation amp Setup of RollCall Pro System 1 1 3 Ifthe Setup program does not automatically start navigate to the Install Directory 4 In the D7I
18. f Voters es 3 21 3 2 4 Request to Speak s ve EE REv Ree HEU eneekecvudeRVEs ES VER ae yeedte 3 21 3 2 5 Present or Absent Members 3 21 3 2 6 Counting Abstain Votes eeeeeee eee 3 22 3 2 7 Displaying Voting Results 3 22 3 2 08 Save CHANGES iioi eo roe a aaa cxA d epe troops UE EVE 3 22 4 Additional Menu Items L eeeeeeeee e eeee rennen nennen nn 4 23 AA AbOoUL RollCall PrO iiie deo er uunc agi EI Exe IO exu xev PhsE UNES e OEE EU 4 23 4 2 Cancel the Current Vote iced rta exe Loon cbe En ERR Ee ei cR EE 4 24 4 3 Start Public TIMET susirgus excu deuuc ovans duin EE 4 24 AA Enter Agenda NOMS cooiuicses aea eoruin ease cuo euex OE tinea a ate a aa aa 4 25 D EXIUBOIICalI PEO ire a a a 5 27 6 Customer Service snannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 6 28 1 RollCall Pro Installation Normally this software is installed on a single PC or laptop computer that is usually situated in a board council chamber The RollCall Pro System could also be setup on a network computer that is then accessed through any room with a computer that has a network connection to the central server where the program was installed The following instructions assume a normal PC or laptop installation but where a network install would diff
19. genda initially you can use the Sample Agenda _ RoliCall Pro Open RollCall Pro Agenda Files R Agenda Item XAR Look in C3 Agendas v Er E3 O b E e My Recent Documents My Documents xj My Computer D My Network File name Example fca v Places la Item Files of type RoliCall Pro Agenda Fies gt Cancel Figure 4 9 Load Agenda Selection Screen The contents for each Agenda Item can be typed directly or cut and pasted from another document At a minimum you must enter 1 the Short Description of the Agenda Item and 2 the Voting Criteria at the top of this page This description the Voting Criteria will appear in the fields at the bottom of the screen during the Discussion and the Voting of this Item This information will also be used to record the Discussion info and the Voting Results in the Results document Agenda Item Short Description Agenda Item Voting Criteria Maximum of 20 characters Majority Vote No Vote Required C 2 3 Vote Custom YES Vote 8 4 Vote Enter Needed YES Votes O 1 2 Figure 4 10 Agenda Short Description and Voting Criteria Settings The Description can only be a maximum of 20 characters in length The Voting Criteria can be one of five options The most common criteria for deciding if an Item passes is the Majority Vote In this case if more than 50 of the members present and voting say Yes on the Item it passes The 2 3 and 34 Voting criteria requ
20. includes the wireless SideKeys Keypads and the USB SideKeys RollCall Pro Receiver 4 To connect the receiver simply plug the USB SideKeys Receiver 4 into a USB port on the computer Ensure that the USB cable is securely plugged into both the USB port on the computer as well as the USB SideKeys Receiver 4 The first time this connection is made the computer will need to locate and assign the proper USB Drivers to the Receiver This step could take from 5 to 30 seconds be patient and wait for the red light to light up on the face of the Receiver Additional information on the SideKeys wireless keypad system is available in the SideKeys User Manual included with the system Note also that if you have installed the software onto a network server the USB SideKeys Receiver 4 hardware must be connected to the local computer not the network server computer Computer w ith SideKeye Recalver Voting Pro System connected to USB port Sotware Loaded Figure 1 10 Systems Hardware Keypads and Receiver 1 4 Typical Installation The following diagram and picture give the user an idea on how to setup the system to work in a City Council Chamber County Commissioners Room or any room where the system may be used Possible scenarios are TV monitors hanging in the corners of a room a projected display on a white wall or drop down screen or a number of other display possibilities The projection device can either be a portable system or a permanent hanging
21. ire that at least 2 3 or 3 4 of the members present and voting say Yes on the Item for it to pass If No Vote Required is the selected criteria when the Discussion of the Item is completed the Agenda will move directly to the next Item without a vote taking place If the vote on an Item requires some minimal number of Yes votes to pass no matter how many members are present and voting e g the Item requires 2 3 of the full Board to pass 14 out of 20 Board Members the Custom Yes Vote can be selected and the number 14 entered in the Yes Votes Needed box The full text of the Agenda Item is optional here If you want to be able to display the details of the Item to the Board Council Members or to the public it can be typed or copied into this Agenda page In this case when the Full Agenda Item is to be displayed the Tab to this page needs to be selected and the proper Agenda Item displayed This can be useful when an Item has been amended in the meeting and the Board Members want to see the full finished text that they are voting on When the Agenda has been completed it needs to be Saved with an appropriate name This final agenda can also be printed out for the record especially if it was revised during the meeting Installation amp Setup of RollCall Pro System 4 26 5 Exit RollCall Pro When you are finished working with the RollCall Pro System you can exit the program from the same pop up right mouse click window Thi
22. l Pro InstallShield Wizard InstallShield Wizard Completed The InstallShield Wizard has successfully installed RollCall Pro Click Finish to exit the wizard Figure 1 9 Setup Complete Installation amp Setup of RollCall Pro System 1 6 12 The RollCall Pro software installation is now complete and all that remains to do is to click on the Finish button Once the setup screens are gone you will notice two icons on your desktop One is a colorful Icon named Shortcut to RollCall Pro sell elegan EIU This icon is linked directly to the RollCall Pro software application When you want to start up the RollCall Pro software program simply double click on this icon The other icon provides a shortcut to the Roll Call Pro Folders where the Results Folder is located The Results documents are saved in the folder named Results and they are named by the meeting date Ge RollCall Pro BEA File Edit View Favorites Tools Help e Hs c 9 5 s Search lis Folders Fes File and Folder Tasks gt LJ id LJ LJ EJ c3 ind DE Agendas Configurations Documenta Presentations Results Publish this folder to the Web gt E Share this folder hel RollCallPro Shortcut to RollCall Other Places pz Program Files E My Documents Ej Shared Documents i My Computer a My Network Places Installation amp Setup of RollCall Pro System 1 7 1 3 System Hardware The hardware needed to complete the system
23. meeting If you choose to Auto Print the voting results of each vote taken you can also set the Printer Setup by clicking on this yellow button for the printer assigned to this computer The details that can be set depend on the printer and related drivers that you have Results Font iv Record Results Auto Print Results C B L Type of File after each Vote a tt csv Directory File Name C Program Files RollCall Pro Results C 1 S Figure 3 7 Save Results 3 1 5 Font Size This section allows you to adjust the size of the text Font that appears on the screen Depending on the lengths of the Members names and titles you can increase or decrease the font size accordingly You can try different font sizes along with variations in how to write names District and member s name full proper names first initial amp last name last name only etc to get the best public display of members names Figure 3 8 Adjust Font Size Installation amp Setup of RollCall Pro System 3 16 3 1 6 Save Custom Configuration This section allows you to retrieve a previously saved RollCall Pro Setup configuration or to save a newly created or revised configuration To save a new custom RollCall Pro Configuration file click on the Save button To retrieve a custom RollCall Pro Configuration file click on the Retrieve button See Figure 3 9 for the Save dialog for this feature You can save as many unique RollCall
24. n 3 2 2 Initial Voting Criteria This Business Rule allows the user to select what voting criteria will be displayed as the initial default on the Voting Screen Choices are Maj Vote Majority of Voting Members Present Greater than 50 2 3 Vote Greater than or equal to 6696 of Voting Members Present 3 4 Vote Greater than or equal to 7596 of Voting Members Present No Vote Required No vote will be taken on this issue will proceed to next Agenda Item or Custom Vote Actual Number of Yes Votes required to Pass regardless of how many Voting Members are Present you must specify this number if you wish to use this function The actual criteria for each item on the Agenda can be set in the Agenda Setup if desired Such settings will override this Initial Setting The actual criteria for each vote can also be adjusted on screen during the Discussion of the issue before the vote is cast In this section of the Business Rules you prescribe which criteria will be displayed initially when the RollCall Pro Display Screen first starts up unless you have specified in the Agenda what the criteria will be each item under consideration Initial Voting Criteria Default Majority Vote gt 50 C 233 Vote gt 66 C 3 4 Vote gt 75 C No Vote Required Custom Vote Enter Number n Number of Needed YES o Votes for Custom Setting NOTE Double Click on Percentage Display for Needed YES Votes Figure 3 13
25. n Phase of each Vote Default Disable RTS during the Discussion Phase of each Vote Figure 3 15 Enable the Members to use the Request to Speak Function 3 2 5 Present or Absent Members This function allows the members to enter during the Discussion phase of the meeting and make themselves Present by pushing the Yes Present button on their keypad Likewise if they need to leave the meeting they can push the No Absent button on their keypad to make themselves Absent when they leave The default is to have this function Disabled Additional details about the use of this function are explained in the Operator s Manual Rules for Present Not Present Voters C Enable Voters to change Present Mot Present status during the Discussion Session Figure 3 16 Enable the Present Not Present Function Note Even if this Present Absent function is disabled the Clerk Leader can still change the Present Absent status of any Member during any stage of the meeting by double clicking the mouse on the member s name on the screen See the Operator s Manual for details Installation amp Setup of RollCall Pro System 3 2 3 2 6 Counting Abstain Votes The default position for this business rule is NOT to count abstain votes toward the majority and simply display and count the votes as they are cast One option in Robert s Rules of Order is to allow the abstain votes to count toward the majority This means that possibly in a 2 3
26. n view of your custom configuration click on the Roll Call tab at the top right side of the screen You will now see your Board Council Members names displayed on the screen You can decide if you want to increase or decrease the font size of the Members names based on how the screen looks These changes and other customizing capabilities are discussed in the next Section of this Manual Installation amp Setup of RollCall Pro System 2 12 3 Setting Custom Configurations In Section 2 titled Starting RollCall Pro System it was assumed that the user was starting the application for the first time After you have successfully saved a custom configuration file when the Confirm screen asks if you wish to load a custom Configuration File you can choose your own customized configuration file The following screen appears after you start the RollCall Pro software program Confirm Figure 3 1 Load a Custom RollCall Pro Configuration File If you click on Yes you will open the window to select the Configuration you want to use See Figure 3 2 Open RollCall Pro Configuration Files Look in Configurations oa Ct E3 2 10MemberExample rcc City Council 2007 rcc My Rec County Board Nov 2007 rcc T My Documents My Computer My Network File name Places Files of type RoliCall Pro Configuration Files X Cancel Figure 3 2 Select the Configuration File to use Installation amp Setup
27. nstall Directory assuming that D is the CD ROM drive you will see a file called SETUP RollCall Pro exe Double click on this icon and the installation program will start and guide you through the rest of the installation Follow the onscreen instructions The figure below shows the Setup icon file Figure 1 1 RollCall Pro Setup Icon The Welcome Screen is the first Window you will encounter after you have started the RollCall Pro System installation i RollCall Pro InstallShield Wizard Welcome to the InstallShield Wizard for RollCall Pro The InstallShield R Wizard will allow you to modify repair or remove RollCall Pro To continue dick Next Figure 1 2 Welcome Screen 5 Click on Next to continue The next screen in the RollCall Pro Systems Software installation is the Software License Agreement Installation amp Setup of RollCall Pro System 1 2 i RollCall Pro InstallShield Wizard License Agreement Please read the following license agreement carefully END USER LICENSE AGREEMENT FOR RollCall Pro IMPORTANT READ CAREFULLY This RollCall Pro End User License Agreement EULA is a legal agreement between you either an individual person or a single legal entity who will be referred to in this EULA as You and Current Works Inc for the RollCall Pro software product that accompanies this EULA including any associated media printed materials and electronic documentation the Softw
28. of RollCall Pro System 3 13 The chosen Configuration File will be displayed as it was saved the last time it was used a RollCall Pro ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL ROLL CALL Welcome to RollCall Pro Majority Vote Figure 3 3 Display Screen of Saved RollCall Pro Configuration 3 1 Setup Configurations This section will go into the details on what can be changed in the Setup Configuration The Configuration Setup options are reached by right clicking anywhere on the RollCall Pro Display Screen selecting the Hide Unhide Tabs and then clicking on the Setup Tab on the right side of screen The following Setup screen appears and offers several options for customizing your configuration RollCall Pro Number of Board Members c5 C 13 c6 C 14 Ln C 15 c8 C 16 C9 si 10 c 18 90 eee 9 c 21 c 22 c 23 C 24 c 25 C 26 LIE c 28 c 29 c 30 c 31 c 32 C 33 C 34 C 35 c 36 C 37 c 38 c 39 C 40 C 41 c 42 C 43 C 44 C 45 C 46 CAT C 48 C 49 cC 50 C 51 c 52 C 53 C 54 C 55 C 56 C 57 c 58 c 59 c 60 Results Nomenclature C YES NO ABSTAIN YEA NAY ABSTAIN C FOR AGAINST NEITHER C CUSTOM Custom Nomenclature YES Yip NO Nope Undecided Results iv Record Results txt csv Directory File Name Type of File
29. projector from a ceiling Figure 1 11 Typical Hardware Setup Diagram Figure 1 12 Typical Installation Photo Installation amp Setup of RollCall Pro System 1 8 2 Starting RollCall Pro System Once the RCP software is loaded and configured properly and the SideKeys hardware is installed the full RollCall Pro system is ready to operate 1 Double click on the Launch RollCall Pro icon that is on your computer desktop RollCall Pro Roll Gall Pro The Wireless System Figure 2 1 Starting RollCall Pro System 2 Click on Start to open the application Confirm p Load a RollCall Pro Configuration File Figure 2 4 Confirm Screen asking if you have a Configuration you want to load The application needs to know if you have already created a configuration for the Council Board that will be using the RollCall Pro system If you have such a configuration already saved and you wish to use it now simply click Yes and skip to the next Section Configuring RollCall Pro System If you do not have a configuration saved click the No button and continue to Step 3 below Installation amp Setup of RollCall Pro System 2 9 3 If you click No you will be asked to select the Default Settings as a starting point RollCall Pro Figure 2 5 Select Default Settings 4 The RollCall Pro screen for a Board of the Mayor and a nine other members will appear ROLL CALL ROLL CALL ROLL CALL ROLL
30. r Clerk s keypad to return you to the Discussion of the item Confirm RollCall Pro E Are you sure you want to cancel this vote Figure 4 4 Are you sure Figure 4 5 Press Proceed For example if you are voting on Item 5 and after the voting has started but not been completed you wish to cancel the vote for any reason Then you simply need to right click on the screen and select Cancel Current Vote menu item and follow the onscreen windows After you click the OK button on the second popup screen the Leader needs to push the Proceed button on the Leader s keypad or hit z on the computer keyboard and the voting session will return to the Discussion of Item 5 4 3 Start the Public Timer This function is always available to the Leader by right clicking on the Display Screen and choosing the Start Public Timer function on the popup window Cancel Current Vote I StartPublic Timer Hide Unhide Tabs About RollCall Pro Exit RollCall Pro Figure 4 6 Public Timer Installation amp Setup of RollCall Pro System 4 24 This function is intended to provide a visual timer to manage the time limit on public input from individuals to the Board It can be used at any time when the Board wishes to set a time limit on a speaker Time limits can be set from 1 to 15 minutes Figure 4 7 Public Timer Clock Public Speaking Timer Further description of this function is provided in the Operator
31. re 1 5 User Information 7 Enter your Name and your Company or Organization and choose Anyone or Only for me 8 Click on Next when ready to proceed The next screen to display is where the software will be installed The first screen offers to install program in the default location on the C hard drive of the local computer in the Program File in a Folder named RollCall Pro C Program Files RollCall Pro If this location is satisfactory Press Next and proceed If you want the program installed elsewhere click on the Change button and see the following screen ji RollCall Pro InstallShield Wizard Destination Folder Click Next to install to this folder or dick Change to install to a different folder ed Install RollCall Pro to C Program Files RollCall Pro Figure 1 6 Choose the Default Destination Directory Installation amp Setup of RollCall Pro System 1 4 i RollCall Pro InstallShield Wizard Change Current Destination Folder Browse to the destination folder Look in RollCall Pro v Sp Reve ie ae Program Files RollCall Pro dE DVD CD RW Drive D E Removable Disk F Folder name C Program Files RollCall Pro Figure 1 7 Define a Custom Destination Directory 9 tis recommended that you use the default directory If you wish to change this default directory you may do so by clicking on the Change button and choosing a new destination
32. s Manual 4 4 Enter Agenda Items You can enter a complete list of Agenda Items into the RollCall Pro system before the meeting starts The Short Description will appear at the bottom of the Discussion and Voting screens in place of the Item Number The Voting Criteria for the Item to pass including an option for No Vote Required if appropriate will also appear at the bottom of the Discussion and Voting screens The Full Description of the Item can also be entered on the Agenda page for each Item This can be viewed in the meeting by clicking on the Agenda Tab Additional Agenda Items like proposed amendments to a resolution can also be added during the meeting Insert Agenda Item Items can also be revised or deleted during the meeting like if the original Resolution is amended during the meeting More details on using the Agenda Function during the meeting is provided in the Operator s Manual Click on the Tab Agenda on the right side of the screen RollCall Pro Agenda Item Short Description Agenda Item Voting Criteria Agenda Item Maximum of 20 characters Majority Vote No Vote Required 0 C 2 3 Vote Custom YES Vote 8 4 Vote Enter Needed YES Votes 0 HED 11034 Agenda Descriptions uoissnosi Q o gel c o a Welcome to RollCall Pro Majority Vote Figure 4 8 Agenda Screen Installation amp Setup of RollCall Pro System 4 25 To enter a new Agenda start by Loading an existing A
33. s method of exiting the program provides some protections from accidental closure and from closing before Voting Results are saved Cancel Current Vote Start Public Timer Hide Unhide Tabs About RollCall Pro Exit RollCall Pro Figure 5 1 Accessing Exit RollCall Pro After choosing the Exit option the next popup asks if you really want to Exit the program just in case this was an accidental choice Confirm 9 Are you sure you want to exit Vu J Figure 5 2 Are you sure Also if there is a Roll Call voting result that has not yet been saved in the Results folder another Popup screen will direct you to click Proceed to save these voting Results before exiting the program RollCall Pro Figure 5 1 If the Last Voting Results have not been Saved you cannot Exit Note This Installation amp Setup Manual is meant to assist in the Configuration of the System before using it in a meeting The Operator s Manual will assist with the use of the System in a meeting Installation amp Setup of RollCall Pro System 5 27 6 Customer Service This RollCall Pro Installation and Setup Manual is intended to provide guidance to prepare your system for the meeting The RollCall Pro Operator s Manual is intended to provide guidance in the use of this system in running the meeting The SideKeys User s Manual is intended to provide guidance in the use of the wireless keypads in this system If you have any need for
34. ters Quorum Gaston Vote enter Number Minimum number of Voters required per Session Number of Needed YES o Votes for Custom Setting Rules for Counting Abstain Votes as the Majority Votes C Count Abstain Votes as Majority Votes NOTE Double Click on Percentage Display for Needed YES Vot Default Abstain Votes NOT counted as Majority Votes Bah aa Ts Rules for Present Not Present Voters Enable Voters to change Present Not Present status during the Discussion Session Default Disable Voters to change Present Not Present status during the Discussion Session Rules for Automatically Displaying the Votes when the Last Voter locks in their vote Show a status message that all Votes are Received Leader must click Proceed twice to display results Default Automatically Display Votes when the last Voter has Locked in their Vote Item O Welcome to RollCall Pro Majority Vote Figure 3 11 Business Rules Screen 3 2 1 First Voting Position The Business Rules for First Voting Position are simply the rules that apply to the first name in the left hand column on the main display This Member 1 position must be assigned to the Mayor Chair or President if they only vote in the case of a tie vote This position can hold one of three roles 1 the official Tie Breaker or 2 have the same Voting responsibility as every other member or 3 serve as a Non Voting Member The default setting for this First
35. vote under normal default conditions the majority may not have enough votes to pass but if there were significant voters that were abstaining on the vote their votes may then count toward the majority and could swing enough votes to win the 2 3 vote needed More on this topic can be found in the Operator s Manual Rules for Counting Abstain Votes as the Majority Votes C Count Abstain Votes as Majority Votes Default Abstain Votes NOT counted as Majority Votes Figure 3 17 Specify How Abstain Votes Are Counted 3 2 7 Displaying Voting Results Typically when the last voter has confirmed his vote choice the voting results are publicly displayed unless there is a tie and then the 1 Position Member must vote to break the tie before the Voting Results are displayed The default for this business rule is to display the votes when the last Confirmed voter has locked in his or her vote Alternatively you may opt to let the Leader choose when to display the results In this case select the first button and then a status message at the bottom of the screen will display when the last voter has confirmed his or her vote The Leader must then click on Proceed to display the results This also allows one last opportunity to let any Member change their vote before the final voting results are displayed If for some reason a Member is not sure how they voted and fears that their vote might be wrongly registered they can have their vot
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