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.

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.
  • 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.
  • 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

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