Meeting Management Panchayat Enterprise Suite Objective Online system
Meeting Management Panchayat Enterprise Suite
Objective • Online system to schedule a meeting, setting agenda and inviting participants • A tool for transparent, disclosure/repository of meetings information • A means to online review/follow-up actions on the decisions points
Stakeholders MP RLB / ULB / Department Officials MLA Meeting Management RLB / ULB / Line Departments Citizen
Pre-requisites • Details of all participating line department along with their respective designations are entered in LGD. • Users with various roles are created in PES. • Created users can access the other PES applications (Action. Soft, Area. Profiler, NAD etc. ) depending upon the privileges. • Requisite MP/MLA details mapped with constituency are entered.
Meeting Management Features Pre-Meeting Activities : • • • Schedule, Plan and Communicate Meetings Facilitate Chairperson’s approval on schedule Finalize Agenda Items Prepare and Publish Meeting Notice Update/Reschedule Meetings Notification through Email/SMS as per predefined templates • Integrated with Google Calendar
Meeting Management Features Contd. . Post-Meeting Activities : • Record attendance and spot trends in absenteeism • Record Decisions/Action points. • Assign Action Points to respective Departments/Officials with Target Date. • Publish Minutes of Meeting(Mo. M) as per predefined templates. • Dashboards to Monitor/Close Action Points • Facilitating Chairperson to re-open closed Action Points, if required
Stakeholder Tasks RLB / ULB/ Line Department Officials MP/MLA RLB / ULB / Department Heads Capture Committee Details Schedule Approval Capturing Employee/ Committee Member Details Manage Agenda Status Capture MP/MLA Details Manage Agenda Status Prepare & Publish Meeting Notice MIS Reports Generation Manage Agenda Status MIS Reports Generation State Admin Update Published Meeting Status Record Meeting Attendee Prepare and Publish Mo. M Delegate Action Points to Officials Manage Agenda Status MIS Reports Generation Google Calendar Integration Report Template Generation
Meeting Management Welcome Page
Process Flow Prepare Meeting Notice Enter details of Chairperson Prepare Meeting Schedule Prepare Invitee List Set Meeting Agenda Schedule approval by Chairperson (if required) Publish Meeting Notice and send notification Record Attendance Prepare MOM and assign Action Points Reopen closed Agenda Item by Chairperson (if required) Officials update the Action taken on the assigned Action Items Delegate Action Items to Officials
Preparing Meeting Notice comprises of : ØNotice ( Meeting Type, Title & Description ) ØChairperson Details( Name, Designation, Email etc) ØSchedule (Date/Time and Venue details) ØAgenda ( Agenda mapping with focus area) ØInvitee ( Name, Dept. , Designation, E-mail etc. )
Notice details Provision is given : • To select the Meeting Type. • To select the Committee Type and Name • To capture the Title and Description of Meeting
Capturing Chairperson Details • A Chairperson can be MP/MLA/Government Officer. • Provision to enter the Chairperson detail ( Name, Constituency, E-mail, Mobile No) etc with respect to every meeting. • MP/MLA’s constituency details and the designation and department (of Govt Officer) are required to enter in LGD prior to using in meeting.
Preparing of Meeting Schedule • Meeting schedule prepared in consultation with Chairperson • Provision to suggest more than one schedule to Chairperson( with Meeting Date, Time and Venue) • Chairperson approves one schedule along with meeting notice • Chairperson can rejects the proposed schedules, and propose a new schedule for the meeting.
Prepare Meeting Agenda items • Multiple Meeting agenda can be entered. • Meeting Agenda(s) are linked to defined Focus Area(s). • Focus Area are comprise of sector( Education, Health, Water, Electricity, Road, Food etc. ) • In scheduling Committee Meeting, Statutory Agenda can be included.
Capturing Invitee Details • Invitee can be Committee Members or Govt. Officials • Details of Department, Designation, E-mail, Mobile No etc. are entered ( in LGD) for all invitee. • Notification to invitee through Email/SMS as per the pre-defined template.
Meeting Notice
Meeting Notice Chairperson Details
Meeting Notice Schedule
Meeting Notice Agenda
Meeting Notice Invitee
Meeting Notice Manage
Government Officials • Provision to add details of Local Government Employees. Three major areas to capture details are: – General Details (Age, Gender, Caste, Designation etc. ) – Employee Official Address (Urban/Rural Area, State, District, Village, Contact Number etc. ) – Employee Residential Address (Urban/Rural Area, State, District, Village, Contact Number etc. ) • Provision to update/edit Local Government Employees details
Government Officials
Committee Members • Facility to enter details of Committee members – – Committee Type Committee Name Chairperson Name Member Secretary • Provision to update/edit committee members details
Committee Members
Update Meeting Status • Facilitates Re-scheduling of Published Meeting i. e. Date, Time and Venue can be changed • Notification to invitees through Email/SMS about re-scheduling of Published Meeting
Update Meeting Status
Add Meeting Attendee detail • Once Meeting held, Record attendance and spot trends in absenteeism • Facility of recording attendees, if they are attending meeting in place of other invitee(s) • New attendee can be also be added if not in the invitee list
Meeting Attendee Manage
Preparing Minutes of Meeting • Record Decisions/Action points • Assign Action Points to respective Department /Official with Target Date • Publish Minutes of Meeting as per predefined templates
Minutes of Meeting Update
View/Update Action Points • Displays the concise view of the Actions Points assigned to the user. • Chart and Table representation of Action Points • View of Action taken against each Action Point • Facilitate Chairperson to re-open the Action Points of the previous meetings, if required.
View/Update Action Points contd. .
View/Update Action Points contd. .
Dashboard Delegate Decision Points
Reports • Meeting Status Report which displays the result Yearly/Quarterly • Proceeding of Meeting(POM) displays the meeting details whose MOM has been published.
Reports Meeting Status Report
Reports POM Summary Report
Google Calendar • User specific integration of Google Calendar to view the meetings in which user is a “invitee”, “attendee” or “chairperson”. • There is an option to view the meeting event along with other details like date, time and venue in the calendar.
Google Calendar
Report Template • Template creation for Notice and MOM’s preparation. • Various place holder are configured. • Template for sending Email and SMS • Provision to Preview the defined Template
Template
Map Committee • This module enables mapping of those committees which are required at specific user login. • Only mapped committees will be available for any action in “Meeting Notice” while creating a Meeting Notice. • Any meeting can be mapped or un-mapped from District Login at any point of time.
Map Committee
Meeting Discussion Forum • There is a discussion forum where all the invitees finalized in the “Meeting Notice” can share their comments with the Notice Publisher. • There will be to and forth communication in this module with date and time stamp. • This forum will be available for any comments before the 24 hours of meeting commencement.
Meeting Discussion Forum
Thank You
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