# Meetings

Meeting screen

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.

Each meeting is displayed in the agenda.

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

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.
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

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 recording a recurring meeting, unit meetings are automatically created in a parent folder.

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.

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

Required field
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

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

Required field
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.

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.

- Meeting is a planned 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.

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

Note

Mandatory participant

The icon indicates that the presence of the participant is mandatory

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

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

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

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.