Meeting Minute Enhancements

Why is it Useful?

The Meeting Minutes program has undergone extensive enhancements to provide a more desirable user experience.

NOTE: These enhancements were released in Patch 12-2 under Issue 19.70980.

Questions and Answers

CMiC fielded questions from customers regarding the new Meeting Minutes program. These questions and their answers are presented in Meeting Minute FAQ .

What Has Been Enhanced?

The following programs have been enhanced and articles have been created with videos to demonstrate how the enhancement are used:

In addition to the programs above, the following enhancements have also been made and links to additional details are provided below:

Meeting Minutes Log

The Meeting Minutes log now displays in the standard UI applied to all JSP logs.

Meeting Minutes Entry Screen

The Meeting Minutes Entry screen now displays the standard field set that has been adopted for PM objects.

NOTE: A number of buttons are not considered in the new 2.0 UI, and are being hidden by default, because they are being considered for deprecation. These include:

  • User Extensions
  • Printable
  • Quick Print
  • Import
  • Export
  • Submit (replaced by [Publish])
  • Check Spelling

Create Meeting

Status = Pending

[Publish] button (new) is enabled. Enable the showing of the meeting in the logs of users who have the ability to see meetings that have the SUBMITTED status.

Invitees Section

  • Required
  • Optional
  • Guests – are all highlighted (i.e. denoted as a name card)

Attendance Section

This section displays contacts who are categorized as follows:

  • Topics can be created ‘on the fly’ or selected from the LOV
  • Every Topic must have at least one item
  • Topics can be reordered by using the up-down arrows shown:

Copy Agenda Items (Edit Mode)

The [Copy Agenda Items] button is secured based on the security privilege to view these Meetings and their associated notes. It is not needed in View Mode as it is used when setting up or conducting a meeting, which are both Edit states. By default, “Copy Existing Minutes” is unchecked for both R12 and classic mode.

Publish Meeting

The [Publish] button is used to Publish a meeting.

When a Meeting is published, Status = Published (changes from Pending) - to enable the showing of the meeting in the logs of users who on have the ability to see meetings that have the SUBMITTED status.

NOTE: Once a meeting is published or active, email notifications will be sent out to the Attendees if their Email Notification settings for Meeting Minutes on the Project Contact record is checked for “CC” or “ALL”. “TO” does not apply since the Meeting is not directed to any particular “To” contact, but Attendees (both Required and Optional) can be regarded as “cc”s. If the contact is not an Attendee on the Meeting no email notification will be sent to the contact in relation to that meeting. This is pre-existing functionality.

Active Meeting

In active meeting minutes mode, users are able to capture meeting minutes, create and assign tasks with an associated due date, add additional topics and items and view past minutes. Users can set statuses on particular agenda items. On all new agenda items entered, the status defaults to "New". As this item moves to the next meeting, the status will change to "Open". The user can then edit the status to be "On Hold", "Closed" or "Deferred". Closed items are not carried forward to the next meeting agenda.

The [Start Meeting] button is used to start a meeting (applicable to Pending or Published meetings).

When a meeting is Started, Status = Active.

NOTE: The Update All flag in the View/Create/Update/Delete window in Project Roles for the Meeting Minutes object controls the ability of a user to START a meeting. If the user’s role has this flag checked, the [Start Meeting] button is available in the screen. If the user’s role has this flag unchecked, the [Start Meeting] button is not available in the screen.

These are indicators of a meeting that has started:

  • Meeting Header is locked.

    • (Active Meeting – View mode)

  • Meeting is in Edit mode with [Save Draft] button – no [Save] button.

    • (Active Meeting – Edit mode)

  • Next Meeting data is available for editing.

    • Next Meeting Info is displayed in the top right-hand corner in Active Meeting mode. If the user wants to edit the details for the next meeting they can select the [Edit] button.

    A popup window is displayed where the details can be edited and updated (with [Update Changes]).

    In active meeting minutes mode, there is the ability to take attendance by clicking the attendee’s name card. If selected as present, the corresponding card for that person turns blue; otherwise, it remains grey. There is also the ability to add additional attendees to a meeting during active meeting mode and the default is present.

  • [Create Next Meeting] is available.
  • INVITEES section becomes ATTENDANCE section.
  • Attendance section has [Select All] buttons for Required and Optional.

Agenda Items

Additional details available for Agenda Items are, for example:

  • Responsibility, Due Date, Minutes
  • Buttons: Show History, Add Action Items, Create Change, Link to Change, Link to Issues

Agenda items can be reordered by dragging and dropping using the object shown by the arrow:

Agenda items can also be moved from one topic to another.

Action Items, Change Items, Linked Issues

An Action Item can be created using the [Add Action Items] button or it will be automatically created by entering the responsible contact in the Responsibility field and entering a date in the Due Date field.

A link to the Action Item will be displayed where the button was. This action item will be shown in the My Actions screen for the contact.

Change Items can also be created or linked to an agenda item, so too, Issues can be linked to an agenda item.

Agenda Item - Show/Hide History

The [Show History] displays only Meeting Minutes from meetings prior to the one being reviewed and does not include the present meeting since the user will already be seeing the current meeting minutes in its own designated text area. It displays the minutes that have been made for an agenda item during the lifecycle of the meeting. This button is only available in an Active meeting in Edit mode.

Meeting Minutes Distribution

When the meeting is finished, it can be printed and sent by email to all the attendees (Oracle report sample):

The following changes have been made in the Meeting Minutes Reports print popup window:

  • Changed the word ‘Show’ to ‘Include’.
  • Changed “Show Closed Notes” to “Include Last Historical Minute”.
  • “Include Closed Agenda Items” is checked by default.
  • Removal of “Group By Topic” when the Meeting Minutes report type is selected:

BEFORE

AFTER

Closed Meeting

When a Meeting is Closed, Status = Closed

[Create Next Meeting] is available on the latest meeting in the track.

[Print Report] is available.

[Reopen] button – only available on the most recent meeting in a track:

NOTE: There is the ability to edit old meetings to allow users to make adjustments and corrections (i.e. correct attendees, edit minutes ...etc.) to the meeting record for accuracy. The [Edit] button on Closed Meetings comes with field security. Clicking the [Edit] button will launch an Edit mode of the Closed Meeting which will look exactly like the Active Meeting Mode, except that the status will remain closed.

Field security for the EDIT button: