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

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.
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

Other sections

• Attendees

• Progress

• Predecessor and Sucessor

• Notes

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

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.