Meetings

Meeting screen

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

• Progress Meetings

• Steering committees

• Functional workshops

Keeping track of each meeting makes it possible to follow the decisions or the answers to questions that are taken during them.

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

Each meeting is displayed in the agenda. listed in chronological order during the day.

If the manager is filled in, he is automatically added to the meeting assignments.

If one of the resources is assigned to another meeting on the same day, a non-blocking message is displayed if the times overlap.

Project task

• Meeting is a planned task. they appear in the Gantt diagram and imputation sheets with the date fixed.

• You can assign project resources (named attendees).

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

Section Description

Other sections

• Attendees

• Progress

• Predecessor and Sucessor

• Linked element

• Attachments

• Notes

• Live meeting

Required field

Field	Description
Id	Unique Id for the meeting.
Name	Short description of the meeting. If not set, will automatically be set to meeting type completed with meeting date.
Meeting type	Type of meeting.
Project	The project concerned by the meeting.
Meeting date	The initial date of the meeting, including the start and end time.
Location	Place (room or else) when meeting will stand.
Email invitation	Send an email to the expected participant in the Attendees section
Start Meeting button	Allow to go on the live meeting screen.
Agenda of the meeting	Description of the meeting and agenda.

Description can be used to store agenda.

Email invitation

• Allows to send the email to attendees.

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

Treatment

Required field

Field	Description
Parent activity	Parent activity of the meeting. In the WBS structure, under which the meeting will be displayed in the Gantt planning.
Status	Actual status of the meeting.
Responsible	Resource who is responsible for the organization of the meeting. Attention ! The responsible is not automatically assigned.
In progress	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.

Note

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

Live Meeting

LiveMeeting you can manage meetings in an Agile way.

• Manage written production quickly and easily.

• Recovery in the liveMeeting of the agenda established on the meeting screen.

• Automatic saving of the minutes when leaving the live meeting.

• Automatically share the time between all participants.

• Dynamically measure the speaking time of each participant.

• Easily write minutes while assistants speak.

• Easily manage actions / decisions / questions while writing minutes.

• Manage tickets, activities, actions and requirements with Kanban while writing minutes.

• Saving the items entered in the live in the minutes section of the meeting.

Click on Start meeting button to access the Live Meeting Management screen.

The Live Meeting screen

• Click on Hide time counters to show or hide participants’ tabs with their speaking time

• Click on to start the meeting and to start decrementing the speaking time

• Click on to stop the meeting and close the LiveMeeting window

• Click on to exit the LiveMeeting screen

• Click on to save the live meeting report

See: Live Meeting

Kanban Management

Click on to manage the kanbans

Kanban management in the Live Meeting

You can manage your Kanban tiles directly in the Live Meeting interface.

See: KanBan

Periodic meetings

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

Periodic meeting screen

Warning

Most fields match between meeting and recurring meeting, but some information is not present for recurring meetings, such as minutes or status.

When recording a recurring meeting, each meeting is automatically created in a parent folder, the recurring meeting.

Display of unit meetings under the parent folder

When the parent folder is closed, the meeting lines are not visible, but they appear on the same line as the folder.

Display of single meetings on the parent folder bar

Changes can be made on each group meeting.

In most cases, these changes will not be affected or erased by periodic meeting updates.

Meetings created by recording a recurring meeting will also be displayed on the meetings screen.

Other sections

• Attendees

• Progress

• Predecessor and Sucessor

• Notes

Description section

Attendees can be defined on a periodic meeting.

Assigments of the entire project team to a periodic meeting (as existing for a simple meeting) is possible but the participants will be visible only on unit 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.

Resource who is responsible for the organization of the meeting. But the responsible is not automatically assigned.

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 section

Attendees can be defined on a periodic meeting.

attendees section

The assignment of a project team to a periodic meeting is possible.

The participants are visible in read-only mode from the recurring meeting but can be modified individually on the unit meeting screens.

Section Treatment

You can defined a parent activity for the meeting.

display of meetings under a parent activity on the Gantt chart

The meetings will be display under the selected activity.

Periodicity section

You can set a time and frequency for your meetings.

Periodicity Section

The period of the recurring meetings can be entered manually or you can retrieve the dates of the selected project by clicking on the get dates from project button.

The number of occurrences and/or the end date can be completed automatically by entering one or other of these criteria.

Fill in the time - Meeting schedules allows you to automatically calculate and fill in the workload to be assigned to the resources - participants of the meeting in the table of assignments.

Periodicity

Depending on the frequency selected in the drop-down list, the parameter information displayed is different.

Every day

Example –> every 3 days

The number of occurrences being to be personalized

Same day every week

example –> On Friday every 2 weeks

Same day every month

example –> day 7 every 2 month

Same week every month

example –> On 1 th Monday every 2 months

If the periodicity is likely to include non-working days, check the box to keep only meetings that will fall on a working day.

Attendees section

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

• The list of participants is displayed with

  • The assignment rate

  • The time assigned and planned for this activity

  • The real time filled in by the resources

  • The remainder to be done.

• If a resource has an entered entry date then they will be taken into account.

• Resources prior to their entry date will not be displayed on meeting prior to this date.

• 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.

• A special icon is placed on resource rows representing a pool of resources.

Attendees section

You can assigned a team to the pool of resource, one dynamic and the other static.

• The switch button automatic assignment of the project team above the assignment table allows you to assign the current project team.

  If a resource is added to the project then they will also be assigned to the meeting.

• The assign whole project team button assigns the project team from time to time.

  If a resource is assigned to the project later, it will not be added to the meeting assignment

Attendee list

• Click on to add a new attendee

• Click on modify the assignment of the resource

• Click on to delete the assignment of the resource

• Click on to divide the assignement with another resource

• Click on to go to the resource’s timesheet screen for the week the meeting was planned

  Mandatory participant and Optional attendant option

  The icon indicates that the presence of the participant is mandatory

  

  Optional attendant

  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.

  • 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.

Change Request

The change request feature provides effective tracking of your customer’s change requests.

Its purpose is to describe a process that makes clear how the change is communicated, how decisions will be made and by whom and how the project will adapt accordingly.

A change request is very close to a requirement, it can also generate several requirements. The change request is necessarily linked to a project and can be linked to a product.

Section Description

Required field

Field	Description
ID	Request ID number
Name	Fill in the title of the change. It must be understandable at first reading
Change Request Type	define the type of the request
Project	Link the change request to a project
Product	Link the change request to a product
External reference	Name of the external reference
Contact	Name oft the contact
Origin	Link to the item causing the change request
Business Features	Functionality trades whose modification request will need
Urgency	Determine the urgency of the request
Initial due date	Date you committed to the client
Planned due date	Deadline actually planned
Description	Describe the change request you want to initiate
Justification	Justify this change request.
Expected benefit	List the potential benefits that this change request will bring

Section Treatment

Required field

Field	Description
Status	Actual status of the decision
Responsible	Resource who is responsible for the follow-up of the question
Criticality	how critical is the demand
Feasibility	how feasibility is the demand
Technical risk	what are the technical risks
Priority	What is the priority of the request
Estimate work	Estimate work for the resquest
Estimate cost	Estimate cost for the request
Target Version	The target version affected by the request
In progress	Flag to indicate that question has been taken into account
Approved by	Indicates the date the application was approved and by whom
Done	Flag to indicate that question has been answered
Closed	Flag to indicate that decision is archived
Cancelled	Flag to indicate that decision is cancelled
Result	Enter the result of the implementation of the change request
Efficiency Annalyse	Complete the analysis of the effectiveness of the implementation of the change request

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

Other sections

• Linked element

• Attachments

• Notes

Required field

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.

Section Validation

Required field

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.

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

Other sections

• Linked element

• Attachments

• Notes

Required field

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.

Section Answer

Required field

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.
In progress	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.

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

Required field

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 status	Actual status of the delivery.
Deliverable	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.

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

Required field

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.

Section Validation

Other sections

• Deliverables

• Linked element

• Attachments

• Notes

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)

Mails follow-up

Incoming and outgoing mail allows the dematerialization of mail to facilitate its distribution, allow archiving and monitoring by all employees

Incoming mails

Incoming mails screen

Required fields

Field	Description
Id	Unique Id for the context.
Name	Name of the mail
Incoming mail type	Type of the mail*
Project	Name of the project to which the mail is attached
Date of receipt	Date of receipt of mail
Receive mode	How was the mail received*
Responsible	person handling mail
Status	Status of the mail
Closed	Box checked indicates the mail is archived.
Cancelled	Box checked indicates the mail is cancelled.

* customizable in value lists

Transmitter description

In this section it is possible to indicate which transmitter is.

If it is a contact known to your database, you can select it directly from the lists.

Approvers

You can define approvers for a mail.

• Click on to add an approver

• Click on to delete an approver

On the incoming mail screen, the approver can approve or reject the maiml.

All approvers of the mail can view the response of other approvers.

Approval status

This status allows you to globally track the status of the approval.

It can be used in a filter, like all the other fields of the mail object.

calculated according to the approval status of the mail it may take the following values:

• Without approval: if no approver has been added to the list of approvers

• Rejected: if at least one approver rejected the mail

• Pending approval: if there is at least one approver who has not approved the document and no one has yet rejected the mail

• Approved: if all approvers approved the mail.

Outgoing mails

Outgoing mails screen

Required fields

Field	Description
Id	Unique Id for the context.
Name	Name of the mail
Outgoing mail type	Type of the mail*
Project	Name of the project to which the mail is attached
Sent date	Date of mailing
Sent mode	How was the mailing*
Responsible	person handling mail
Status	Status of the mail
Closed	Box checked indicates the mail is archived.
Cancelled	Box checked indicates the mail is cancelled.

* customizable in value lists

Transmitter description

In this section it is possible to indicate which transmitter is.

If it is a contact known to your database, you can select it directly from the lists.

Approvers

You can define approvers for a mail.

• Click on to add an approver

• Click on to delete an approver

On the outgoing mail screen, the approver can approve or reject the mail.

All approvers of the mail can view the response of other approvers.

Approval status

This status allows you to globally track the status of the approval.

It can be used in a filter, like all the other fields of the mail object.

calculated according to the approval status of the mail it may take the following values:

• Without approval: if no approver has been added to the list of approvers

• Rejected: if at least one approver rejected the mail

• Pending approval: if there is at least one approver who has not approved the document and no one has yet rejected the mail

• Approved: if all approvers approved the mail.

Project Analysis

ProjeQtOr allows you to record assumptions, constraints and lessons learned.

This involves having several screens to enter this information which can be linked to the project like each element of ProjeQtOr.

These screens will allow you to establish a management plan for your projects, whatever they may be.