Meetings

Meeting items are stored to keep track of important meetings during the project lifecycle :

  • Progress Meetings

  • Steering committees

  • Functional workshops

In fact, you should keep track of every meeting where decisions are taken, or questions answered.

This will provide an easy way to find back when, where and why a decision has been taken.

Project task

  • Meeting is a task.

  • You can assign project resources (named attendees).

  • You have progress section that allows for followed resources work and cost.

Section: Description

Field

Description

Id

Unique Id for the meeting.

Name

Short description of the meeting.

Meeting type

Type of meeting.

Project

The project concerned by the meeting.

Meeting date

Date of the meeting (initially expected date), including start and end time.

Location

Place (room or else) when meeting will stand.

Description

Description of the meeting.

* Required field

Field: Name

  • If not set, will automatically be set to meeting type completed with meeting date.

Hint

Description can be used to store agenda.

Button: Email invitation

  • Allows to send the email to attendees.

  • They will receive the invitation in their calendar management tool.

Section: Treatment

Field

Description

Parent activity

Parent activity of the meeting.

Status

Actual status of the meeting.

Responsible

Resource who is responsible for the organization of the meeting.

Handled

Flag to indicate that meeting has been taken into account.

Done

Flag to indicate that meeting has been held.

Closed

Flag to indicate that meeting is archived.

Cancelled

Flag to indicate that meeting is cancelled.

Minutes

Minutes of the meeting.

* Required field

Field: Parent activity

  • In the WBS structure, under which the meeting will be displayed in the Gantt planning.

Minutes

  • You can enter here only a short summary of the minutes and attach the full minutes as a file.

* Steering

Retrieving the agenda of a meeting from the description of its type

* Diary

Viewing meetings in agenda, even if they are not planned

Periodic meetings

Periodic meeting is a way to define some meetings that will occur on a regular basis.

Note

  • Most fields fit, but some information is not present for periodic meetings, such as Minutes or Status.

  • It is because these fields won’t be set through periodic meeting definition, but must be set directly on the meetings.

Periodic meeting process

  • When saving periodic meeting, elementary meetings are automatically created.

  • Changes can be done in elementary meetings. In most cases, these changes won’t be erased by periodic meeting updates.

Update on a periodic meeting

  • On each update of a periodic meeting, meetings are re-evaluated.

  • This may lead to deletion of some meetings.

  • This will also reposition meetings, even if their planned dates were elementary updated.

Attendees assignment

  • Attendees can be defined on a periodic meeting.

  • Allocation of the entire project team to a periodic meeting (as existing for a simple meeting) is possible.

  • They will be copied on the elementary meetings.

  • The periodic meetings will not be planned, only elementary meetings will be.

  • So left work will always be set to zero on periodic meetings.

Section: Description

Field

Description

Id

Unique Id for the periodic meeting.

Name

Short description of the meeting.

Meeting type

Type of meeting.

Project

The project concerned by the meeting.

Location

Place (room or else) when meeting will stand.

Description

Description of the meeting.

* Required field

Section: Treatment

Field

Description

Parent activity

Parent activity of the meeting.

Responsible

Resource who is responsible for the organization of the meeting.

Closed

Flag to indicate that periodic meeting is archived.

Section: Periodicity

Field

Description

Period

Start date and end date or number of occurrences to define the range of the periodicity.

Time

Start and end time for all the meetings.

Periodicity

Frequency of the meeting, on proposed bases (daily, weekly monthly).

Only on open days

Specify that meetings will not be set on off days.

* Required field

Field: Periodicity

  • Several periodicity is proposed:

    • Every day

    • Same day every week

    • Same day every mouth

    • Same week every mounth

Attendees section

This section allows to define the list of attendees to the meeting.

Attendee list

  • Meeting is a task you can assign project resources.

  • A possibility to assign work to some attendees (project resources). So meeting works of these attendees are booked in the project.

  • Ability to assign to a meeting a resource or a contact or a user not member of the project team

  • More detail about how assigned project resources, see: Assignment section section.

Other attendees

  • Extra list of persons attending (or expecting to attend) the meeting, in completion to resource in the attendee list.

Attendees entry

  • You can enter attendees by email address, resource or contact name, user name or initial without caring about.

  • Just separate attendees with commas or semicolons.

Note

  • Duplicate email addresses in the attendee list will automatically be removed.

Decisions

Decisions are stored to keep track of important decisions, when, where and why the decision was taken.

You can link a decision to a meeting to rapidly find the minutes where the decision is described.

Section: Description

Field

Description

Id

Unique Id for the decision.

Name

Short description of the decision.

Decision type

Type of decision.

Project

The project concerned by the decision.

Description

Complete description of the decision.

* Required field

Section: Validation

Field

Description

Status

Actual status of the decision.

Decision date

Date of the decision.

Origin

Origin of the decision.

Accountable

Resource accountable for the decision.

Closed

Flag to indicate that decision is archived.

Cancelled

Flag to indicate that decision is cancelled.

* Required field

Field: Origin

  • It can be either the reference to a meeting where the decision was taken (so also add the reference to the meetings list), or a short description of why the decision was taken.

Field: Accountable

  • The person who took the decision.

Questions

Question are stored to keep track of important questions and answers.

In fact, you should keep trace of every question and answer that have an impact to the project.

The questions can also afford an easy way to track questions sent and follow-up non-answered ones.

This will provide an easy way to find back when, who and precise description of the answer to a question.

Also keep in mind that some people will (consciously or not) be able to change their mind and uphold it has always been their opinion…

You can link a question to a meeting to rapidly find the minutes where the question was raised or answered.

Monitoring indicator

  • Possibility to define indicators to follow the respect of dates values.

Respect of initial due date
Respect of planned due date

Section: Description

Field

Description

Id

Unique Id for the question.

Name

Short description of the question.

Question type

Type of question.

Project

The project concerned by the question.

Description

Complete description of the question.

* Required field

Section: Answer

Field

Description

Status

Actual status of the decision.

Responsible

Resource who is responsible for the follow-up of the question.

Initial due date

Initially expected date for the answer to the question.

Planned due date

Updated expected date for the answer to the question.

Replier

Name of the person who provided the answer.

Handled

Flag to indicate that question has been taken into account.

Done

Flag to indicate that question has been answered.

Closed

Flag to indicate that question is archived.

Cancelled

Flag to indicate that question is cancelled.

Response

Complete description of the answer to the question.

* Required field

Deliverables

This section allows to define the list of deliverables items.

This will provide an easy way to organize your due to customers.

In fact, you can keep track of every deliverables.

Deliverables links with Milestones.

Note

  • If you change the responsible of milestones, the responsible of deliverable will automatically changed, and vice versa.

Section: Description

Field

Description

Id

Unique Id for the KPI.

Name

name of the deliverable.

IdDeliverableType

id of the Deliverable Type.

IdProject

id of the Project.

externalReference

name of the external reference.

Description

Complete description of the deliverable.

Note

  • You can estimated quality value for deliverable and this will produce a KPI.

  • See: KPI definitions

Section: Validation

Field

Validation

Delivery statu

Actual status of the delivery.

Deliverable w

Weight of the quality of the deliverable.

Responsible

to name

due date

as planned

Closed

Box to indicate that delivery is archived.

To follow life cycle management on deliverables (status managed as a workflow)

Incomings

This section allows to define the list of incomings items from customers.

It can be an indicator to follow if you can begin an action. For example, if you need an item from customer.

Incomings links with Milestones.

Note

  • If you change the responsible of milestones, the responsible of Incomings will automatically changed, and vice versa.

Note

  • You can estimated quality value for incoming and this will produce a KPI.

  • See: KPI definitions

Deliveries

Deliveries items are stored to keep track of deliveries.

Added list of deliverables integrated in delivery.

Note

  • Automatic dispatch of delivery status to deliverables.

Section: Description

Field

Description

Id

Unique Id for the delivery.

Name

Short description of the delivery.

Deliverable type

Type of deliverable.

Project

The project concerned by the delivery.

ExternalReference

name of the external reference.

Description

Description of the delivery.

* Required field

Section: Validation

Field

Description

Delivery status

Actual status of the delivery.

Resource

resource of the delivery.

Planned date

Expected date of delivery.

Real date

Effective delivery date.

Validation date

validate the delivery date.

Closed

Flag to indicate that delivery is archived.

To follow life cycle management on deliveries (status managed by a workflow)