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Meeting Management. Panchayat Enterprise Suite. Objective.
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Meeting Management Panchayat Enterprise Suite
Objective • To Facilitate structured and effective meetings of Departments, Government Officials and Elected Members by using online application wherein, all the necessary details/records are captured for each meeting and desired outcomes are ensured through monitoring of assigned action points.
Meeting Management Features Pre - Meeting Activities
Meeting Management Features Contd.. Post - Meeting Activities
Process Flow Preparation of Meeting Notice Record details of Chairperson Preparation of Meeting Schedule Prepare Invitee List Agenda of Meeting approval by Chairperson Schedule of Meeting approval by Chairperson Publish Meeting Notice , send notification Record Attendance of meeting Prepare MOM and assign Action Points to invitee Review of assigned tasks by Chirperson Officials update the Action taken on the assigned Action Items Delegate Action Items to Officials
Meeting Notice Meeting Notice comprises of : • Notice ( Meeting Type, Title & Description ) • Chairperson Details( Name,Designation,Email etc) • Schedule (Date/Time and Venue details) • Agenda ( Agenda mapping with focus area) • Invitee ( Name,Dept.,Designation, E-mail etc.)
Meeting Notice • Provision to capture the Title, Description of Meeting, Type of Meeting and Committee. • Provision to enter the Chairperson detail (Name, Designation, E-mail, Mobile No) • Provision to prepare meeting schedule and approval of the same by Chairperson. • Provision to set Agenda of meeting linked to Focus Areas and approval of the same by Chairperson. • Provision to enter the detail of Invitees (Name, Designation, E-mail, Mobile No) • Notification through Email and SMS
Committee Members • Facility to enter details of Committee members • Committee Type • Committee Name • Chairperson Name • Member Secretary • Provision to update/edit committee members details
Map Committee • Provision to Map the desired committee out of the list/pool of committees for which the Meeting Notice will be published. • Provision to un-map the specific committee if it is no longer in use.
Update Meeting Status • Facilitates Cancellation or Re-scheduling of Date, Time and Venue of Published Meeting • Notification through Email/SMS about re-scheduling of Published Meeting
Discussion Forum • Provision for all the stake holders of a particular meeting to provide their input after the Meeting Notice is published but before the meeting commences. • Facility to send documents through attachments along with the messages. • Facility to record to and fro communication with date and time stamp.
Meeting Attendee Detail • Provision to record attendance of invitees during or after the meeting. • Facility to capture details of attendees who are attending meeting in place of other invitee(s). • Provision to add a new attendee who was not in the invitee list.
Report Template • Provision to define template for Meeting Notice, Attendance and Minutes of Meeting. • Provision to capture all necessary information with the help of pre-defined place holders such meeting date & venue, chairperson details, agenda(s) and list of attendees etc.
Minutes of Meeting • Provision to record Decision/Action points • Provision to assign Action Points to respective Department /Official with Target Date • Provision to Publish and Circulate Minutes of Meeting
Dashboard • Provision to further delegate the assigned tasks to respective official or sub-ordinate. • Provision to review/monitor the status of assigned tasks and record comments against the progress of each task or action.
Reports • Meeting Compliance Report displays the status of each Meeting. • Proceeding of Meeting(POM) displays the meeting details whose MOM has been published.
